Tender & Product Administrator

Vital Group is one of the fastest-growing, forward-thinking companies in the UK, dedicated to delivering innovative solutions within the critical power and EV charging industries. Specialising in generator service and turnkey EV charging solutions, our goal is to become the most trusted provider in these sectors by re-setting customer service benchmarks and transforming expectations with honesty, integrity, and passion. We are committed to continually raising the bar in customer service excellence.

Our work is delivered by a team of well trained, equipped, and motivated Engineers, supported by a 24/7/365 Operations capability, and led by a diversely skilled Leadership Team. Vital Group expects all its employees to act as ‘co-owners’ of the business, and to always put safety first, followed closely by customer satisfaction and commercial success. Our values promote the best behaviour and team ethics, driving profitable growth and making Vital Group a fantastic place to build a career.

Job Overview

Vital Power is looking for a Tender & Product Administrator to join our growing team. This role is critical in supporting the tendering process by gathering and organising necessary information, completing tender documents, and ensuring timely submissions. You will also play a key role in Product Support, managing the sales cycle and ensuring smooth coordination between suppliers, sales teams, and logistics. This is an excellent opportunity for someone with strong administrative skills who enjoys working with multiple departments, managing deadlines, and ensuring processes run efficiently.

Key Responsibilities and Duties

• Tender Administration

• Accurately complete supplier forms, Invitation to Tender (ITT), and Pre-Qualification Questionnaires (PQQ).
• Manage and maintain relevant submission portals, ensuring all registrations and profiles are up to date.
• Complete and populate tender submissions, bids, and related documents.
• Work closely with key sales colleagues to ensure bid submissions are comprehensive and meet requirements.
• Gather and organise required information from department heads and area specialists.
• Track and monitor tender submission deadlines, ensuring timely completion and submission.
• Monitor and track the success rates of bid submissions, supporting insights to continuously improve future tenders.

• Oversee the sales cycle from order placement to final delivery, ensuring a smooth and efficient process.
• Maintain and manage stock trackers for equipment sales, including sales records, stock levels, serial numbers, and warranty statuses for products such as generators and EV chargers.
• Assist the sales team by handling basic product inquiries and providing timely support.
• Communicate with suppliers to track incoming stock and manage delivery schedules.
• Coordinate with transport teams, warehouse manager and customers to ensure streamlined and efficient operations.
• Provide support across the broader sales supply chain to enhance overall efficiency.

Experience & Qualifications:

• Previous administrative experience, preferably in a tendering, sales, or supply chain environment.
• Strong organisational skills with the ability to manage multiple deadlines and priorities.
• Excellent attention to detail and ability to maintain accurate records.
• Proficiency in Microsoft Office (Excel, Word, Outlook) and experience with document management systems.
• Strong written and verbal communication.
• Ability to work both independently and collaboratively in a fast-paced environment.
• Experience with tender portals (e.g., Barbour ABI, Stotles) is a plus but not essential.

What you can expect:

• A competitive salary.
• A twice per annum, ‘Profit Related Pay’ scheme that ties bonus amounts to the amount of profit made by the business.
• Pension scheme after 3 months of service.
• All employees receive 25 days leave (or equivalent pro-rata) per annum and additional bank holiday days.
• Eligibility to join Vitality, Private Healthcare Scheme, and BHSF Healthcare Cash Plan, at 6 months of service.
• A supportive and positive workplace culture.

Next Steps:

We are an equal opportunities employer. We welcome applications from all suitably qualified persons. If you require any additional support to attend an interview, please let us know in advance. The role is due to commence ASAP after the offer has been made, but we can be flexible with the start date depending on prior commitments. Please note that proof of the right to work in the UK will be required.