Tender Admin & Sales Coordination - Pension & Healthcare

Summary of Role

You will manage the complete tender administration lifecycle, from establishing enquiry files and organising documentation. You will also co‑ordinate with clients on deadlines, supporting our estimating teams, and maintaining filing systems across departments.

Key Responsibilities

• Book in all incoming enquiries and establish comprehensive enquiry folders on the sales server, maintaining filing structures.
• Download, organise, and file all tender enquiry documentation for estimating team.
• Maintain accurate records of enquiry status, key dates, and project progression throughout the tender lifecycle utilising the company CRM tool.
• File all tender enquiry documentation and submitted proposals.
• Review tender documents including architectural and engineering drawings, design standards, technical specifications, and client requirements to ensure completeness (training provided if necessary).
• Support the preparation and delivery of tender requirements, ensuring all necessary documentation and information is compiled correctly with estimating engineers.
• Maintain awareness of industry standards and client‑specific requirements relevant to fire protection systems.
• Liaise with clients to request and confirm key dates, milestones, and submission deadlines to inform the estimating workload schedule including extension requests and bid/no‑bid confirmation.
• Assist in managing tender deadlines and alerting relevant team members of upcoming submissions.
• Provide day‑to‑day administrative support to the Sales and Estimating.
• Assist with the preparation of reports, presentations and departmental communications.
• Maintain departmental filing systems ensuring compliance with company QA.
• Support continuous improvement initiatives within the department by identifying opportunities to streamline processes.
• Coordinate with other departments (Design, Project Management, Commercial) to facilitate information flow and project handovers.

What we will need from you

• Proven administrative experience, preferably within a construction, engineering, or fire protection environment (essential).
• Ability to read and interpret technical drawings and specifications (training provided if necessary) (highly desirable).
• Familiarity with fire protection systems, terminology and industry standards (highly desirable).
• Previous experience in estimating or tendering environments (highly desirable).
• Experience with CRM or project management software preferred such as Goldvision, Salesforce etc (highly desirable).
• Excellent written and verbal communication skills along with a professional telephone manner and client‑facing communication skills (essential).
• Discretion when handling commercially sensitive information with exceptional attention to detail and accuracy (essential).
• Time management abilities with capacity to prioritise multiple competing demands (essential).
• Systematic approach to filing, documentation and data management (essential).
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience with SharePoint or similar document management systems (highly desirable).
• Collaborative team player with proactive problem‑solving mindset (essential).

Working Environment

Office based role to suit individual within a dynamic sales and estimating team supporting fire protection projects across various sectors. The position requires regular coordination with internal stakeholders and external clients, with occasional deadline‑driven periods requiring flexibility.

What you can expect in return

Competitive salary depending on relevant experience. 25 days holiday plus bank holidays and option to buy 5 days, contributory company pension scheme, life assurance, health care plan, hours: 36.5 hours per week (Monday‑Thursday 8:45‑16:40, Friday 8:45‑16:00).