About Us:
We are a small, family-run professional services company working in the construction sector.
Salary
£28000 - £33000 plus OTE £500 per Quarter sales bonus
Days and Times
37.5 hours Mon – Friday
You should be willing to work additional overtime hours to provide holiday/office cover to the admin team when required.
Location
Churchill Square Kings Hill Kent ME19 4YU
Job Title: Building Control Project & Sales Coordinator
Role purpose
To own the administrative journey from first sales enquiry through quotation, appointment and live Building Control project administration. The postholder will deliver a prompt, professional client experience; maintain accurate project and sales records; prioritise time-sensitive statutory administration; and ensure that matters requiring technical judgment are prepared clearly and escalated promptly to an appropriately competent technical person.
Core accountabilities
1. Sales enquiries, quotations and conversion
- Take ownership of incoming sales enquiries, acknowledge them promptly and guide prospective clients to provide the information needed for a quotation.
- Review enquiry information for completeness, obtain missing drawings or project details, and record each opportunity accurately in the agreed CRM or sales system.
- Prepare straightforward draft quotations and proposals using approved pricing frameworks, templates and authority levels; refer complex, unusual or strategically important opportunities for technical or director approval.
- Issue approved quotations, follow them up proactively at agreed intervals and maintain accurate next actions, outcomes and reasons for lost work.
- Explain WCCL's services, appointment process and approved service messages clearly and persuasively, without giving regulated technical advice or making unauthorised commitments.
- Coordinate with finance and technical colleagues so that successful enquiries move efficiently into appointment and project setup.
- Maintain sales pipeline information and provide concise reports on enquiry volumes, quotations, conversion, follow-up activity and emerging issues.
2. Building Control project administration
- Process and register Building Control applications and associated records accurately in Barnbrook and other approved systems.
- Recognise, prioritise and process time-sensitive Initial Notices and related administrative steps in accordance with approved procedures, checklists and deadlines.
- Check routine application and project information for completeness, request missing standard information and escalate exceptions or uncertainties promptly.
- Maintain project correspondence, inspection records, amendments, extensions of time, completion information and Final Certificate administration.
- Coordinate routine project and inspection administration with surveyors, consultants, clients and other parties.
- Maintain accurate, complete and auditable project files in accordance with the quality management system, data-retention requirements and GDPR.
3. Inbox, client service and workflow coordination
- Own or coordinate the shared administrative and sales inboxes, ensuring that work is categorised, allocated, actioned or escalated within the required timescale.
- Respond professionally to telephone and email enquiries and make sure clients understand the next step and expected response time.
- Balance competing priorities, giving immediate attention to statutory deadlines, urgent client matters and commercially valuable enquiries.
- Coordinate administrative resources, office cover, holidays and handovers so that essential workflows remain covered throughout the working week.
- Provide clear, well-structured summaries when seeking technical input, including the project, question, relevant documents, deadline and specific decision required.
- Support and quality-check delegated routine work undertaken by colleagues or approved outsourced support.
4. Systems, quality and continuous improvement
- Follow WCCL's approved procedures, ISO 9001 quality controls, confidentiality requirements and data-protection obligations.
- Identify recurring administrative problems and recommend practical improvements to templates, checklists, CRM workflows and reporting.
- Use approved AI and automation tools to assist with triage, drafting, data capture, reminders and reporting, while remaining accountable for checking outputs before use.
- Help maintain process notes, standard responses and training material so that essential knowledge is not dependent on one individual.
- Attend relevant networking, client or business-development events when reasonably requested.
Note: This Job Description covers the main duties and responsibilities of the job. Other activities commensurate with this Job Description may from time to time be undertaken by the Job Holder.
Person Specification
Essential experience and skills
- Strong administration or project-coordination experience in construction, property, engineering, fire safety, compliance or another regulated technical environment.
- Experience of taking ownership of a busy shared inbox, multiple live matters and competing deadlines.
- Experience handling customer enquiries from initial contact through quotation, instruction or project setup.
- Experience preparing quotations, proposals or fee submissions using agreed information and approval processes.
- Ability to follow up opportunities proactively and communicate the value of a professional service in a credible, client-focused manner.
- Ability to read and understand common construction or technical terminology and check document packs for completeness.
- Ability to distinguish a procedural administrative matter from one requiring technical judgment and escalate appropriately.
- Excellent written communication, telephone manner and customer-service skills.
- Strong organisation, prioritisation and time-management skills, with a calm and accurate approach under pressure.
- Confidence working independently with limited day-to-day supervision and taking responsibility for completion and follow-through.
- Good working knowledge of Microsoft 365 and CRM, database or project-management systems; willingness to use approved AI and automation tools.
- A collaborative, adaptable approach suited to a small business, including willingness to support colleagues and deal constructively with changing priorities.
Desirable experience
- Building Control or building-regulations administration including Initial Notices, project registration, completion administration or other time-sensitive statutory submissions.
- Fire-safety, fire-protection, architectural-practice, warranty, planning or property-compliance administration.
- Coordinating surveyors, inspectors, engineers, consultants or geographically dispersed site resources.
- ISO 9001, quality-management systems, compliance records, certification or audit support.
- Sales pipeline reporting, conversion analysis, CRM reporting or process improvement.
- Experience implementing templates, workflows, AI-assisted administration or practical automation.
- Available for immediate start
Personal qualities
- Calm, unflappable and methodical when priorities change or urgent work arrives.
- Commercially confident and persuasive while remaining honest, accurate and within agreed authority.
- Fast and accurate, with strong attention to detail and a disciplined approach to record keeping.
- Proactive: notices what needs doing, takes ownership and follows matters through to completion.
- Comfortable asking precise questions of technical colleagues and acting on the answer.
Pay: £28,000.00-£33,000.00 per year
Benefits:
- Company pension
- Employee discount
- Free parking
- Health & wellbeing programme
- On-site parking
- Private medical insurance
Ability to commute/relocate:
- Kings Hill ME19 4YU: reliably commute or plan to relocate before starting work (required)
Application question(s):
- What is your current notice period / when could you start in the role?
- What is your current salary / hourly rate
Experience:
- Administrative : 3 years (required)
Work Location: In person
