Proposal Submission Coordinator

Role Overview

The Bid & Submission Coordinator is responsible for leading the preparation and submission of high-quality Capability Statements, Expressions of Interest (EOIs), prequalification documents, and tender responses.

This role ensures that all submissions are accurate, compliant, professionally presented, and delivered within required timeframes. The position works closely with Estimating and internal stakeholders to coordinate content, manage documentation systems, and support broader business development initiatives.

Core Responsibilities

1. Tender & Submission Management

• Lead end-to-end preparation of Capability Statements, EOIs, and tender submissions.
• Analyse tender specifications and translate requirements into structured response documents.
• Develop written content in collaboration with project managers, estimators, and technical teams.
• Prepare standardised responses for tender forms and compliance schedules.
• Edit and tailor staff CVs to align with specific project requirements.
• Oversee formatting, layout, and document branding using InDesign, Word, and PDF editing tools.
• Coordinate final production including PDF collation, printing, binding, and submission delivery.
• Prepare post-tender presentations for internal and external stakeholders.

2. Estimating & Technical Support

• Provide administrative and documentation support to the Estimating Team.
• Assist in developing preliminary:
  • Site Management Plans
  • Traffic Management Plans
  • Construction Management Plans
• Participate in pre-tender meetings as required.
• Attend weekly coordination meetings with Estimating teams.

3. Content & Information Management

• Maintain and update the Supporting Information Library.
• Manage databases containing project histories and personnel profiles.
• Develop and refine base templates for project and staff profiles.
• Ensure all marketing and procurement documentation remains current and compliant.
• Continuously improve templates for usability and efficiency.

4. Marketing & Business Development Support

• Maintain company marketing collateral including:
  • Capability Statements
  • Project profiles
  • Reference documentation
• Ensure brand consistency across all proposal materials.
• Develop visually engaging documents incorporating tables, graphs, and imagery.
• Manage printing costs in alignment with the allocated marketing budget.

5. Quality, Compliance & Systems

• Adhere to the company's Management Systems and procedures.
• Contribute to the development and improvement of internal processes.
• Apply lessons learned from previous tenders to strengthen future submissions.
• Report any issues that may significantly impact deadlines or expectations.
• Participate in bi-annual performance reviews.

6. Collaboration & Professional Conduct

• Build effective working relationships across all levels of the organisation.
• Respond promptly to stakeholder enquiries.
• Provide guidance and mentoring to team members where required.
• Represent the organisation professionally within the industry.

7. Safety & Environment

• Support and promote a strong safety culture.
• Uphold company values and foster a positive workplace environment.

Skills & Experience

• Previous experience in the Building & Construction industry.
• Understanding of council regulations, staging requirements, and project sequencing.
• Knowledge of project lifecycle durations and planning principles.
• Advanced skills in Microsoft Project.
• Strong capability in Adobe (InDesign, Illustrator, PDF editing tools).
• AutoCAD knowledge (advantageous).
• Excellent written communication and relationship management skills.