Manage the full tender administration lifecycle, including enquiry setup, document organization, CRM updates, deadline tracking, client coordination, and proposal filing. Support estimating engineers with tender submissions, review technical documentation, maintain compliant filing systems, prepare reports and communications, and coordinate information across sales, design, project management, and commercial teams. The role requires strong administration, communication, organization, attention to detail, and familiarity with construction, engineering, or fire protection environments.
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 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).
- 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 UK’s 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.
Find out more about us and what our people say about us.
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