At a Glance
- Tasks: Manage tender administration, coordinate with clients, and support estimating teams.
- Company: Join Hall & Kay, a leader in fire protection solutions with a strong team culture.
- Benefits: Competitive salary, 25 days holiday, pension scheme, and health care plan.
- Other info: Office-based role with opportunities for professional growth and collaboration.
- Why this job: Be part of a dynamic team making a real impact in fire protection projects.
- Qualifications: Administrative experience, attention to detail, and excellent communication skills required.
The predicted salary is between 30000 - 40000 £ per year.
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, organize, 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 to Thursday 8.45 - 16.40, Friday 8.45 - 16:00).
About Us
At Hall & Kay, we deliver complex fire protection and security solutions to protect what matters most to our clients. As technical experts our focus is on the lifetime value of a project. Meaning we can design, supply, install, test and maintain all types of sprinkler, gas suppression, fire detection, and integrated security systems. With 140+ year trading experience and a strong project delivery culture, we are proud to have built lasting relationships with some of the UKs most respected companies in all areas of industry and construction.
What sets us apart? Our culture. What we call the Hall & Kay way. It's a people thing. Put simply, we know we can achieve more when we work as a team - with clients, with the communities we serve and in our own business. Our people create safety every single day, using their skills and experience to adapt to changing situations and rise to the challenges presented to them. It's our people that make us trusted to deliver.
Sales Order Coordinator in Birmingham employer: H&K Fire Engineering
At Hall & Kay, we pride ourselves on fostering a collaborative and supportive work environment that empowers our employees to thrive. As a Sales Order Coordinator, you will benefit from competitive salaries, generous holiday allowances, and a strong focus on professional development within the dynamic fire protection sector. Our commitment to teamwork and continuous improvement ensures that every team member plays a vital role in delivering exceptional solutions to our clients.
StudySmarter Expert Advice🤫
We think this is how you could land Sales Order Coordinator in Birmingham
✨Tip Number 1
Get to know the company inside out! Research Hall & Kay, their projects, and their culture. This will help you tailor your conversations and show that you're genuinely interested in being part of their team.
✨Tip Number 2
Practice your communication skills! Since this role involves liaising with clients and internal teams, being able to articulate your thoughts clearly is key. Try mock interviews with friends or use online resources to sharpen your skills.
✨Tip Number 3
Network like a pro! Connect with current employees on LinkedIn or attend industry events. Building relationships can give you insider info and might even lead to a referral, which can boost your chances of landing the job.
✨Tip Number 4
Don’t forget to follow up! After any interview or networking event, send a quick thank-you email. It shows your appreciation and keeps you fresh in their minds. Plus, it’s a great way to reiterate your interest in the role!
We think you need these skills to ace Sales Order Coordinator in Birmingham
Some tips for your application 🫡
Get to Know the Role:Before you start writing, take a good look at the job description. Understand what we're looking for in a Sales Order Coordinator and tailor your application to highlight your relevant experience and skills.
Show Off Your Admin Skills:Since this role is all about managing documentation and deadlines, make sure to showcase your administrative experience. Mention any tools you've used, like CRM software or Microsoft Office, that will help us see you're the right fit.
Be Clear and Concise:When writing your application, keep it straightforward. Use clear language and avoid jargon unless it's relevant. We want to see your communication skills shine through, so make every word count!
Apply Through Our Website:We encourage you to apply directly through our website. It’s the best way for us to receive your application and ensures you’re considered for the role. Plus, it shows you’re keen on joining our team!
How to prepare for a job interview at H&K Fire Engineering
✨Know Your Tender Lifecycle
Familiarise yourself with the tender administration lifecycle. Understand how to manage enquiry files and documentation, as this will be crucial in your role. Brush up on the key stages of the process so you can discuss them confidently during the interview.
✨Showcase Your Communication Skills
Since you'll be liaising with clients and internal teams, demonstrate your excellent written and verbal communication skills. Prepare examples of how you've effectively communicated in previous roles, especially in high-pressure situations or when managing deadlines.
✨Be Prepared for Technical Questions
Even if training is provided, having a basic understanding of technical drawings and fire protection systems will set you apart. Review common terminology and concepts related to the industry, so you can engage in meaningful discussions about the role's requirements.
✨Highlight Your Organisational Skills
This role requires a systematic approach to filing and documentation. Be ready to share specific examples of how you've managed multiple tasks or projects simultaneously, showcasing your time management abilities and attention to detail.
