Tender and Proposals Coordinator

Pavement Management Services Pty Ltd – The Rocks NSW

Pavement Management Services is looking for an organised, capable and confident Tender and Proposals Coordinator to manage opportunities from their initial identification through to submission.

This is a varied role for someone who can read a specification, identify what the client requires and bring together a clear, accurate and persuasive response. You will coordinate tender schedules, assist with job costings, prepare draft methodologies and make sure every submission is complete and lodged on time.

You do not need to be an engineer. The role is currently performed by a structural engineer, while other successful people in similar positions have come from communications and arts backgrounds. We are interested in how well you organise information, write, solve problems, work with people and take ownership of deadlines.

Key responsibilities

You will take responsibility for coordinating tenders, quotations and related business opportunities. Your work will include:

• Searching tender subscription services and procurement portals for suitable opportunities
• Reviewing opportunities and identifying those relevant to our services and capabilities
• Monitoring the tender and quotation email account and ensuring requests are acknowledged and actioned promptly
• Maintaining a forward register of opportunities, deadlines, clarification dates and submission requirements
• Reading tender documents, scopes and technical specifications to determine the required response
• Preparing preliminary job costings and pricing schedules for management review
• Completing tender response schedules, forms and compliance documentation
• Coordinating information about insurances, company experience, project personnel, availability and proposed start dates
• Preparing preliminary programs of work and delivery schedules
• Drafting project methodologies by translating specifications and technical input into a clear, well-structured response
• Working with engineers and managers to obtain technical, commercial and project information
• Coordinating CVs, project examples, referees and supporting documentation
• Communicating with councils, consultants, contractors, procurement teams and service providers
• Supporting the development of relationships with major construction companies working on significant infrastructure projects
• Checking submissions for accuracy, consistency and completeness
• Lodging tenders and quotations through procurement portals before the required deadline
• Maintaining organised tender records, templates and reusable company information
• Following up submitted quotations and recording outcomes and feedback

About the role

Pavement Management Services is looking for an organised, capable and confident Tender and Proposals Coordinator to manage opportunities from their initial identification through to submission.

This is a varied role for someone who can read a specification, identify what the client requires and bring together a clear, accurate and persuasive response. You will coordinate tender schedules, assist with job costings, prepare draft methodologies and make sure every submission is complete and lodged on time.

You do not need to be an engineer. The role is currently performed by a structural engineer, while other successful people in similar positions have come from communications and arts backgrounds. We are interested in how well you organise information, write, solve problems, work with people and take ownership of deadlines.

Key responsibilities

You will take responsibility for coordinating tenders, quotations and related business opportunities. Your work will include:

• Searching tender subscription services and procurement portals for suitable opportunities
• Reviewing opportunities and identifying those relevant to our services and capabilities
• Monitoring the tender and quotation email account and ensuring requests are acknowledged and actioned promptly
• Maintaining a forward register of opportunities, deadlines, clarification dates and submission requirements
• Reading tender documents, scopes and technical specifications to determine the required response
• Preparing preliminary job costings and pricing schedules for management review
• Completing tender response schedules, forms and compliance documentation
• Coordinating information about insurances, company experience, project personnel, availability and proposed start dates
• Preparing preliminary programs of work and delivery schedules
• Drafting project methodologies by translating specifications and technical input into a clear, well-structured response
• Working with engineers and managers to obtain technical, commercial and project information
• Coordinating CVs, project examples, referees and supporting documentation
• Communicating with councils, consultants, contractors, procurement teams and service providers
• Supporting the development of relationships with major construction companies working on significant infrastructure projects
• Checking submissions for accuracy, consistency and completeness
• Lodging tenders and quotations through procurement portals before the required deadline
• Maintaining organised tender records, templates and reusable company information
• Following up submitted quotations and recording outcomes and feedback

  What we are looking for

  The most important qualities for this role are organisation, judgement, written communication and personal accountability.

  You will be well suited to the position if you:

  • Have excellent attention to detail
  • Write and speak English clearly and professionally
  • Can read a detailed specification and identify what must be addressed
  • Can turn technical and commercial information into a logical draft methodology
  • Plan your work carefully and meet fixed submission deadlines
  • Remain calm and accurate when several deadlines occur at the same time
  • Communicate confidently with engineers, managers, senior executives and clients
  • Build constructive relationships with clients, consultants, contractors and service providers
  • Work independently, use initiative and follow matters through to completion
  • Know when to seek technical or commercial review
  • Are comfortable taking responsibility for the quality and timeliness of your work
  • Are willing to learn about civil engineering, pavement management and public-sector procurement
  • Work well as part of a small team where priorities can change quickly

  Experience that would be valuable

  Experience in one or more of the following areas would be helpful:

  • Tender, bid, quotation or proposal preparation
  • Job costing, estimating or pricing support
  • Office management, project administration or executive support
  • Technical, professional or business writing
  • Local government or public-sector procurement
  • Civil engineering, construction, geotechnical services or professional consulting
  • Managing document templates, registers and submission portals
  • Microsoft Word and Excel, including formatting complex documents and preparing costing worksheets

  An engineering qualification is not required. Applications are welcomed from people with backgrounds in engineering, communications, arts, administration, office management, professional services or other fields that demonstrate strong writing and organisational ability.

  About us

  Pavement Management Services is an Australian civil engineering consultancy specialising in pavement and road asset management. For approximately 40 years, we have delivered projects across Australia and contributed to developments in road condition assessment and pavement management nationally and internationally.

  Our work helps councils, government agencies, engineering consultants and contractors make better decisions about road maintenance and investment. These decisions directly influence the amenity, serviceability and safety of the roads used by communities every day.

  You will join a small, dynamic team based in The Rocks and work closely with engineers, managers and senior executives. Because we are a specialist business, your contribution will be visible and important.

  What we offer

  • A meaningful role in an established Australian engineering consultancy
  • Direct exposure to civil engineering and infrastructure projects across Australia
  • The opportunity to work closely with experienced engineers and senior management
  • A varied position combining writing, coordination, costing and client communication
  • Support to learn our services, technical terminology and tender processes
  • A professional office in The Rocks, close to Sydney transport and amenities
  • Flexible work options following successful completion of the probation period
  • An immediate start for the right person
  • The opportunity to take ownership of the tender process and grow with the business

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