Hall & Kay
fire protection and security solutions
SalesCoordinator
“Sales Co-ordinator at Hall & Kay. Skills: tender administration, documentation management, client liaison. Manage tender administration lifecycle. Establish enquiry files”
Industry & Context.
proactive problem-solving mindset
May be required to undertake a DBS check
What They're Looking For.
Must Have
Proven administrative experience, Excellent written and verbal communication skills, professional telephone manner, client-facing communication skills, Discretion when handling commercially sensitive information, exceptional attention to detail and accuracy, Time management abilities, capacity to prioritise multiple competing demands, Systematic approach to filing, documentation, and data management, Collaborative team player, proactive problem-solving mindset
Nice to Have
administrative experience, preferably within a construction, engineering, or fire protection environment, Ability to read and interpret technical drawings and specifications, Familiarity with fire protection systems, terminology, and industry standards, Previous experience in estimating or tendering environments, Experience with CRM or project management software preferred such as Goldvision, Salesforce etc, Experience with SharePoint, or similar document management systems
What You'll Do.
Manage tender administration lifecycle
Establish enquiry files
Organise documentation
Coordinate with clients on deadlines
Support estimating teams
Maintain filing systems
Book in incoming enquiries
Establish enquiry folders
Maintain filing structures
Download tender enquiry documentation
Organise tender enquiry documentation
File tender enquiry documentation
Maintain accurate enquiry status records
Maintain key dates records
Maintain project progression records
File tender enquiry documentation
File submitted proposals
Review tender documents
Ensure completeness of tender documents
Support tender preparation
Support tender delivery
Compile necessary documentation
Compile necessary information
Maintain awareness of industry standards
Maintain awareness of client-specific requirements
Liaise with clients for dates
Request key dates from clients
Confirm key dates with clients
Request submission deadlines
Confirm submission deadlines
Inform estimating workload schedule
Request extension requests
Confirm bid/no bid confirmation
Assist managing tender deadlines
Alert team members of submissions
Provide day-to-day administrative support
Assist with report preparation
Assist with presentation preparation
Assist with departmental communications
Maintain departmental filing systems
Ensure compliance with company QA
Support continuous improvement initiatives
Identify process streamlining opportunities
Coordinate with other departments
Facilitate information flow
Facilitate project handovers
How You'll Work.
Team & Collaboration
Coordinate with clients; Support estimating teams; Coordinate with internal stakeholders; Coordinate with external clients; Coordinate with other departments (Design, Project Management, Commercial); Collaborative team player
Communication Scope
Excellent written communication skills; Excellent verbal communication skills; professional telephone manner; client-facing communication skills
Process & Methodology
Manage tender deadlines, Assist managing tender deadlines, Coordinate with other departments, Facilitate project handovers
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