JLL supports the Whole You, personally and professionally.
Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work. Whether you’ve got deep experience in commercial real estate, skilled trades, and technology, or you’re looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally.
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, preferably 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).
Working Environment
Office based role to suit individual within a dynamic sales and estimating team supporting fire protection projects across various sectors. 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)
If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements below. We’re interested in getting to know you and what you bring to the table!
Personalized benefits that support personal well-being and growth:
JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health.
About JLL –
We’re JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 102,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That’s why we’re committed to our purpose to shape the future of real estate for a better world. We’re using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people, and our communities.
Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we’re honored to be recognized with awards for our success by organizations both globally and locally.
Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we’re headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.
