At a Glance
- Tasks: Manage tender administration, coordinate with clients, and support estimating teams.
- Company: Hall & Kay, a leader in fire protection and security solutions.
- 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: Join a dynamic team and contribute to impactful fire protection projects.
- Qualifications: Administrative experience, attention to detail, and strong communication skills.
The predicted salary is between 30000 - 40000 £ per year.
The Hall & Kay way... it’s a people thing. 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 UK’s most respected companies in all areas of industry and construction.
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, 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)
Location: On-site – Birmingham, GBR
Please note: You may be required to undertake a DBS check as part of your job role at Hall & Kay.
How to apply
Please submit a tailored CV detailing your experience relevant to this role.
Tender Coordinator for Fire Protection & Estimating in Birmingham employer: Jones Lang LaSalle Incorporated
At Hall & Kay, we pride ourselves on fostering a collaborative and supportive work environment where every team member plays a vital role in delivering exceptional fire protection solutions. Our Birmingham office offers competitive salaries, generous holiday allowances, and a strong focus on employee development, ensuring that you have the tools and opportunities to grow your career while contributing to meaningful projects that protect what matters most. Join us and be part of a company that values innovation, teamwork, and the well-being of its employees.
Contact Details:
Jones Lang LaSalle Incorporated Recruitment Team
StudySmarter Expert Advice🤫
We think this is how you could land Tender Coordinator for Fire Protection & Estimating in Birmingham
✨Tip Number 1
Get to know the company inside out! Research Hall & Kay's projects and values. This will help you tailor your conversations and show that you're genuinely interested in what they do.
✨Tip Number 2
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.
✨Tip Number 3
Prepare for the interview by practising common questions related to tender coordination and fire protection. Use examples from your past experiences to demonstrate your skills and how they align with the role.
✨Tip Number 4
Don’t forget to follow up after your interview! A quick thank-you email can leave a lasting impression and shows your enthusiasm for the position. Plus, it keeps you on their radar!
We think you need these skills to ace Tender Coordinator for Fire Protection & Estimating in Birmingham
Some tips for your application 🫡
Tailor Your CV:Make sure your CV is tailored to the Tender Coordinator role. Highlight your administrative experience, especially in construction or fire protection, and any relevant skills that match the job description.
Showcase Your Communication Skills:Since excellent written and verbal communication is essential, include examples of how you've effectively communicated with clients or team members in past roles. This will show us you're a great fit for our collaborative environment.
Be Detail-Oriented:Attention to detail is key in this role. When you describe your previous experiences, emphasise how you maintained accuracy in documentation and filing systems. We love candidates who can keep things organised!
Apply Through Our Website:We encourage you to apply through our website for the best chance of getting noticed. It helps us streamline the process and ensures your application gets into the right hands quickly!
How to prepare for a job interview at Jones Lang LaSalle Incorporated
✨Know Your Tender Lifecycle
Familiarise yourself with the complete tender administration lifecycle. Understand how to establish enquiry files and organise documentation, as this will be crucial in your role. Being able to discuss specific examples of how you've managed similar processes in the past can really impress the interviewers.
✨Brush Up on Technical Knowledge
Since the role involves reviewing architectural and engineering drawings, it’s a good idea to brush up on your ability to read and interpret these documents. Even if you haven’t had formal training, showing that you’ve taken the initiative to learn about fire protection systems and industry standards will set you apart.
✨Demonstrate Strong Communication Skills
As a Tender Coordinator, you'll need excellent written and verbal communication skills. Prepare to showcase your ability to liaise with clients and internal teams effectively. Practising common interview questions and articulating your thoughts clearly will help you convey your professionalism.
✨Showcase Your Organisational Skills
Highlight your time management abilities and systematic approach to filing and documentation. Be ready to provide examples of how you've prioritised multiple tasks in previous roles. This will demonstrate your capability to handle the demands of the position and keep everything running smoothly.
