The position profile

The Bid Coordinator is responsible for managing the preparation, collation, and submission of our clients tender documents on behalf of the Estimating Department. This role ensures that all submissions are tailored to meet the specific requirements of each Request for Tender (RFT), coordinating with relevant internal departments as needed, and delivering professionally formatted, clear, and compelling documentation. The Bid Coordinator contributes to projects during the tender phase, from initial bid preparation through to contract award. You will also be required to manage and create content for the company’s social media and broader marketing activities as well as assisting the estimating team with general admin and maintaining the Estimating Quote Register.

General Tasks:

• Assist the Estimating Department in receiving and filing tender documentation and ongoing tender addenda.
• Track and manage tender deadlines, submission schedules, and post-submission clarifications or requests.
• Coordinate the internal bid kick-off and review meetings, preparing agendas, action items, and timelines.
• Review and interpret Requests for Tender (RFTs) to define key submission criteria and coordinate responsibility across relevant internal departments.
• Produce high-quality tender submissions using Microsoft Word, Adobe InDesign, or similar desktop publishing software.
• Assist the Estimating Team in drafting project-specific methodologies, site establishment plans, and other supporting technical documentation.
• Work dynamically to gather, compile, and finalise tender submissions, coordinating inputs from multiple stakeholders across the business.
• Develop, maintain, and refine visual templates and brand-aligned content for use in tender submissions.
• Manage and create content for the marketing platforms, including social media channels and the corporate website.
• Assist the Estimating Manager to track bid outcomes and maintain detailed records of results, including analysis of results.
• Actively contribute to continuous improvement initiatives within the Bid Team, including process enhancements, template upgrades, and lessons learned reviews.
• Maintain and update a library of past tender submissions, CVs, project sheets, and standard content for use in future proposals.
• Assist with post-tender activities, such as debriefs, feedback analysis, and handover to project delivery teams if the bid is successful.

Estimating Admin Assistanse

• Maintain the Estimating Quote Register through recording new project data.
• Download new project documents as required, print and collate documents for distribution to the estimators as directed.
• Manage all tender submission documents with direction from the Estimating Manager, including collation of the tender forms content with supporting company documents and information from the estimators.
• Manage multiple tender submissions at varied stages for successful lodgment within our client deadlines.
• General office administration as required by the Estimating Department.
• Ensure all submissions are completed to a professional standard and provide ongoing advice in relation to potential improvements to our client facing documents.
• Obtain and collate sub-contractor quotations during the tender process
• Utilise Estimate One to distribute miscellaneous sub-contractor / supplier packages
• Manage tender addendums as received
• Provide Expression of Interest (EOI) submission document preparation support to the Estimating / Business Development Director as required.

Role Requirements:

• A tertiary education in marketing and graphic design will be looked upon favourable.
• Previous experience in construction is preferred but not essential.
• Attention to detail and ability to manage competing deadlines.
• Strong proofing and content development skills.
• Clear communication skills (written, verbal and graphic)

The successful applicant will receive a competitive salary from $80,000 - $100,000 plus from a forward thinking modern day company who values all of its employees.

If you are interested in this position or any similar, please send your CV in word format to Paul Forster at Concise Recruitment via the links below.

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