Sales Administrator

Position title: Sales Administrator

Location: Hybrid Working - 3 days based in the East Kilbride Office and 2 days from home

Term: Permanent

Working pattern: HYBRID - Monday to Friday, as detailed above.

An opportunity has arisen for an experienced Tender Coordinator to join the business, tasked with providing end-to-end Tender support during the project lifecycle.

About the Role

Responsible for: End to end coordination of the tender process.

Job Purpose: To provide administrative and coordination assistance within the Tender/Sales department and the wider company through the administration of software applications and documentation on behalf of the organisation.

Key Accountabilities:

• Provision of comprehensive administrative/coordination support to the Tender team Support the Head of Tender as required.
• Support Office Manager as required.
• Production, compilation, revision control and submission of tender documents.
• Completion and submission of pre-qualification documentation.
• Management of online portals of various external clients.
• Filing of completed documents.
• Update pricing on database from received quotes.
• Production and distribution of minutes for various Tender meetings.
• Operate in-house software applications, Salesforce.
• Responsible for downloading, Indexing and filing of RFQ documents and the uploading of Tender documentation to online portals as dictated by the client.
• Liaison with tender managers/tender engineers to ensure data is kept up to date.
• Responsible for the compiling and revision control of Tender Documentation.
• Organisation and production of reports, including bid/no bid decisions, tender tracking, pipeline analysis, sales prospects, hit rate, and order input forecasting.
• Liaison with senior management to ensure the validity of corporate reporting data.
• Liaison with the financial team to ensure financial data is correct and current for migration to XRT reports.
• Arrange travel including flights, hotel accommodation, car hire, trains & visas when required.
• Booking meeting rooms including sending out invitations.
• Ordering of lunches and set up of meeting rooms.
• Undertaking any other duties that may be required from time to time.
• Contribute to a positive working environment and uphold company values.

What we look for

Capabilities/Competencies:

• Significant relevant experience required
• Previous experience in coordinating large, complex Tender projects in the Oil & Gas, Renewables, or Water contracting industries
• Experience with dealing with overseas clients
• Cohesive team player
• Continuous self-developer
• Customer focussed and innovative solutions provider Desirable

Summary of Behavioural Capabilities/Competencies:

• Excellent planning, detail conscientiousness, and organisational excellence
• Constant innovator and solutions provider
• Excellent communicator in one-to-one and group situations
• Client service champion
• Deadline obsessive
• Team player
• Prepared to take on additional challenges as and when they develop Willingness to travel worldwide as and when required.
• Ability to effectively manage time.

Essential Professional Qualities

• A minimum of three years of experience in document control, preferably within an engineering or related setting.
• Proficient in using MS Office or Google Applications, showcasing digital competency.
• Exceptional communication skills that facilitate clear interaction with colleagues and stakeholders.
• Adept at managing time efficiently, ensuring tasks are completed within set timeframes.
• Capable of understanding workloads and prioritising tasks accordingly

Essential Personal Qualities

• An optimistic and cooperative team player who contributes effectively within the group.
• Possessing heightened attention to detail, ensuring precision in all tasks.
• An unwavering commitment to meeting deadlines with an unwavering focus
• Willingness to embrace and tackle new challenges as they arise
• Prepared to take responsibility and ownership of assigned tasks
• Open to novel ways of working and proactive in seeking solutions

What we offer

• A comprehensive package, including an AON flexible benefits fund including Private medical, Group Income Protection, and a generous pension
• A supportive environment that encourages employees to expand their professional boundaries through professional accreditation and training that can be tailored to your individual needs
• A high bar for excellence with dependable team members
• Clearly defined goals and expectations
• An interesting and varied workload where you'll add value to your team and the organisation
• The chance to work for a global organisation making a tangible difference to the world
• A collaborative and friendly team in a supportive working environment