Bid Coordinator and Tender Submissions Jobs, Sydney

We are hiring a bid coordinator in Sydney, call it tender coordinator, bid submissions manager or submissions coordinator if you like, it is the same job. Perfect Contracting bids a lot of work: demolition, civil, remediation and early works packages for Tier 1 builders, government and industry, from a few hundred thousand dollars to the big multi year jobs. Someone needs to own the process of getting those submissions in on time, before time, and looking like they came from a company that knows what it is doing. That is this job. Perfect Contracting is the flagship of Perfect Group: Perfect Contracting, Perfect Concrete Care, Perfect Remediation and Refurbishment, Perfect Strip Out and Demolition, and Perfect Industries in Queensland. About 150 people, head office in Marrickville, and a Great Place to Work certification we intend to keep.

You do not have to be an engineer. You need a good understanding of construction tendering and submissions, and a feel for what a client wants to see when they open the document. You will work directly with the Managing Director, the estimators and the project managers, and you will be submitting for the whole group. Do it well and the national jobs are yours to run too. Marrickville office, Sydney based.

Fill in the form below and someone will ring you back within one business day. Attach a CV if you have one handy, or reply to the confirmation email with it. Pick "Office, estimating and admin" as the kind of work and "Tender and bid coordinator" as the role.

What the job is

• Own the tender calendar. Every RFT, EOI, RFQ and prequalification that comes in gets logged, the deadline and the questions deadline go on the board, the addenda get tracked, and nothing is discovered the night before it is due.
• Stay on top of the estimating inboxes. The shared estimating mailboxes are where the work arrives. You read them every day, sort what came in, and make sure Monday morning triage happens properly: what came in last week, who is pricing it, what we are declining and why.
• Run the CRM. Every opportunity goes into Pipedrive with the right stage, value, client, closing date and owner, and stays current. You will keep the pipeline clean so the weekly reports and the monthly management reports mean something.
• Put the submission together. Pull the standard content (capability, licences and insurances, safety and quality systems, project references, CVs and org charts), tailor it to what the returnable schedules actually ask for, chase the estimators and project managers for their sections, and build a document that answers the question and reads well. Cover letter, formatting, compliance checklist, lodgement, confirmation, all of it.
• Keep the library sharp. Referee registers, project sheets, CVs, certificates of currency, ISO certificates and licence copies, maintained so the next tender starts from a clean set, not a hunt through old submissions.
• Close the loop. Post tender clarifications, presentations and interviews booked and prepared, debriefs captured, win and loss reasons recorded so the next bid is better than the last.

What we look for

Tell us what you have actually done. If you are strong on most of this and keen on the rest, still apply.

• At least two or three years coordinating or writing tenders and submissions for a construction, civil, demolition, engineering or related contractor, or on the client side receiving them. You know what a returnable schedule is and what a non-conforming submission looks like.
• A feel for what wins. You can tell a good methodology section from a weak one, you know when a page needs a photo and when it needs a table, and you can turn an estimator's notes into a paragraph a client will read.
• Deadline discipline. Submissions go in before time, not on time, and you are the person who makes that happen without shouting.
• Comfortable with Microsoft 365, especially Word and SharePoint, and with a CRM. Pipedrive experience is a plus, so is InDesign or similar for the higher end submissions. Excel that does what you tell it.
• Good with people at both ends: you can chase a busy project manager for his section and talk to a Tier 1 procurement team about a portal problem in the same afternoon.
• A qualification in business, communications, construction management or similar helps. The track record matters more. Tell us the tenders you have run.

What it pays

Pay depends on what you have run and what you are on now. Tell us on the form or in the first call and we will be straight with you. Office hours, Marrickville, with flexibility that runs both ways. People tend to stay with us once they start: the crew is energetic, dedicated and good to work alongside, and we back them.

Other names for this job

Companies label this role differently and half of them say bid where we say tender. Bid coordinator, bid manager, bid submission manager, bid submission coordinator, bids and proposals coordinator, bid writer, proposal coordinator, proposal writer, tender coordinator, tender submissions coordinator, submissions manager, tender administrator, pre-construction coordinator, estimating coordinator, tendering officer. If your last job was any of those in construction and you ran the submission from the RFT landing in the inbox to the lodgement receipt, this is the same job. We hire on what you have delivered, not on the title.

What we are like to work for

We are a young business and we are growing. That is the honest pitch. It means the structure is not set in concrete, there is room to move up if you are any good, and the person who decides is not six layers away from site. We buy decent gear, we back people who bring a better way of doing something, and safety is not a poster in the lunch room. On Tier 1 jobs it is the thing that keeps you working.

Work rights

You need the right to work in Australia. We do not sponsor visas and we do not charge anyone a fee to apply or to be placed, ever. If someone asks you for money to get a job with us, it is not us. Aboriginal and Torres Strait Islander people are encouraged to apply.

What happens after you apply

• You get an email straight away confirming we have your application.
• Someone rings you within one business day, on the mobile number you give us.
• If you did not attach a CV, reply to that confirmation email with it. It is the fastest way to get in front of us.
• We keep your details on file. Even if there is nothing today, we come back to people when the right job lands.

Where the job is

Head office, 4/8 Lilian Fowler Place, Marrickville, ten minutes from Sydney Airport and on the Bankstown line. The tenders you run will be for sites across Sydney, New South Wales, Queensland and, for the right person, the rest of Australia. This role is Sydney based.

Other roles

We are also hiring an HR Manager, an HR and Recruitment Coordinator and civil engineers in Sydney. Every Perfect Contracting role is on the Work With Us page.