Office Administrator in Sales and Estimating

A hybrid role that blends office coordination with technical & commercial support. The role includes administrative, communication, sales & technical estimating.

Key Responsibilities

Estimating Support & Document Management

• Enquiry: Filter and set up incoming project enquiries, tenders, and Requests for Quotations (RFQs) into the company's internal management system
• Document Control: Manage the electronic filing of technical project materials, including construction drawings, specifications, and scope of work documents
• Information Gathering: Review incoming enquiry packets to identify missing or incomplete data and proactively liaise with clients to resolve the gaps.

Sales Administration

• Order Processing: Receive, verify, and accurately log approved customer purchase orders into the internal billing and tracking systems
• Database Maintenance: Continually update client contact details, interaction history, and lead statuses within the CRM system
• Lead Inquiries: Serve as a key touchpoint by answering incoming phone calls and emails from prospects, resolving general questions, and vetting basic requirements before assigning them to a Sales Engineer
• Sales Reporting: Compile regular performance metrics, quote-to-order conversion rates, and inventory or schedule updates for management review

General Office Administration

• Liaison: Maintain communication channels between internal departments (e.g., Sales, Estimating, Production) to facilitate smooth order handovers
• Office Maintenance: General clerical duties including sorting post, ordering office supplies, and maintaining structured digital filing systems

Apprenticeship Details

Apprenticeships include time away from working for specialist training. You’ll study to gain professional knowledge and skills.

Course Contents

• Skilled in the use of multiple IT packages and systems relevant to the organisation to: write letters or emails, create proposals, perform financial processes, record and analyse data. Examples include MS Office or equivalent packages. Able to choose the most appropriate IT solution to suit the business problem. Able to update and review databases, record information and produce data analysis where required.
• Produces accurate records and documents including: emails, letters, files, payments, reports and proposals. Makes recommendations for improvements and present solutions to management. Drafts correspondence, writes reports and able to review others' work. Maintains records and files, handles confidential information in compliance with the organisation's procedures. Coaches others in the processes required to complete these tasks.
• Exercises proactivity and good judgement. Makes effective decisions based on sound reasoning and is able to deal with challenges in a mature way. Seeks advice of more experienced team members when appropriate.
• Builds and maintains positive relationships within their own team and across the organisation. Demonstrates ability to influence and challenge appropriately. Becomes a role model to peers and team members, developing coaching skills as they gain area knowledge.
• Demonstrates good communication skills, whether face-to-face, on the telephone, in writing or on digital platforms. Uses the most appropriate channels to communicate effectively. Demonstrates agility and confidence in communications, carrying authority appropriately. Understands and applies social media solutions appropriately. Answers questions from inside and outside of the organisation, representing the organisation or department.
• Completes tasks to a high standard. Demonstrates the necessary level of expertise required to complete tasks and applies themself to continuously improve their work. Is able to review processes autonomously and make suggestions for improvements. Shares administrative best-practice across the organisation e.g. coaches others to perform tasks correctly. Applies problem-solving skills to resolve challenging or complex complaints and is a key point of contact for addressing issues.
• Takes responsibility for initiating and completing tasks, manages priorities and time in order to successfully meet deadlines. Positively manages the expectations of colleagues at all levels and sets a positive example for others in the workplace. Makes suggestions for improvements to working practice, showing understanding of implications beyond the immediate environment (e.g. impact on clients, suppliers, other parts of the organisation). Manages resources e.g. equipment or facilities. Organises meetings and events, takes minutes during meetings and creates action logs as appropriate. Takes responsibility for logistics e.g. travel and accommodation.
• Uses relevant project management principles and tools to scope, plan, monitor and report. Plans required resources to successfully deliver projects. Undertakes and leads projects as and when required.