Submission Coordinator

SUBMISSION COORDINATOR

CLIENT: AUSTRALIA; REMOTE

SHIFT: DAY / MORNING PHT

TYPE: FULL TIME, INDEPENDENT CONTRACTOR

Our Client is seeking a full-time Submissions Coordinator to join our team. You will support the Business Development Sales / Tendering team by coordinating and developing professional, timely, and compelling submissions, supporting documentation and resources. This includes tenders, RFQs & Expressions of Interest (EOIs) across a variety of industry sectors and services, including Engineering (Geotechnical, Structural, Civil, Mechanical, Electrical, Fire), Housing & Surveying.

Reporting to the Senior Lead – Submissions Coordinator, this is a diverse and fast-paced role for someone who thrives on structure, and collaboration

The Opportunity

In this role you will help us to shape and elevate the quality and consistency of our submissions, set the standard for how we respond to opportunities, and be instrumental in helping to scale our system to support future growth. You'll also contribute to the development and upkeep of high-quality submission resources that support our bid success and brand presence.

Key Responsibilities:

Key Responsibilities – Submissions Coordination

• Schedule Tender Opportunities & liaise with departments during the decision process.
• Maintain Bid Register & Panel's Register
• Coordinate bid timelines to ensure timely delivery.
• Assist in the end-to-end development of tender submissions, RFQs & EOIs.
• Coordinate input from internal stakeholders.
• Write, edit, and format submission content to align with brand voice, style, and strategy.
• Manage and maintain our suite of submission resources, including:
• Master content response resources
• Staff CVs customisation
• Project History
• Submission templates
• Image & data libraries
• · Assist in the continual review and improve these resources to ensure they remain accurate, up-to-date, and aligned with business goals.
• Maintain and organise submission folders, inboxes, and version control systems.
• Use MS Word, PowerPoint, Excel, and Adobe InDesign to produce high-quality submission documents.
• Collaborate with BD and operational teams to proactively identify and prepare for upcoming opportunities.

Contract Administration Support

• Format and proof key documents (proposals, reports, letters) with strong attention to detail.
• Provide administrative support to internal teams as required, including prequalification & internal compliance documentation.
• Maintain consistency in documentation and brand presentation across all communication

Technical Skills

• 2–5+ years' experience in submissions, proposals, or a similar role.
• Advanced proficiency in Microsoft Word, PowerPoint, Excel, Outlook & Teams.
• Experience managing submission libraries, CVs, and project content.
• Ability to create or brief new content aligned with brand guidelines.

Personal Qualities

• Strong writing and editing ability — persuasive, clear, and concise.
• Organised and efficient, with excellent time management.
• Detail-focused, especially in formatting, layout, and branding.
• Self-motivated with initiative and a solutions-focused mindset.
• Professional, reliable, and confident engaging with stakeholders across disciplines.
• Able to juggle multiple tasks, deadlines, and requests in a calm and structured way.

Desirable

• Experience in engineering, construction or infrastructure sectors.
• Familiarity with government and private sector tendering processes.
• Intermediate to advanced Adobe InDesign skills or Photoshop/Illustrator.
• Familiarity with Netsuite

Essential before commencement:

• Office 365 licence
• Aus. Phone line
• Dual screen monitors
• Microsoft Windows PC (not Mac)

Work from Home Requirements (Must have before the start date)

• Internet Connection: Min of 25 mbps internet connection speed AND a backup internet connection (before start date)
• Computer/Laptop: The contractor must have a working computer from home with Dual Monitors
• Noise Canceling Headset (Plantronics)
• Dedicated Home Office - Contractors are required to have a dedicated home office free from noise and distractions. We need to ensure that their space looks professional with a white background before commencement.
• Must be comfortable working with a Monitoring Software
• Video Cam - Contractors must have a working video cam.

Job Type: Full-time

Pay: From Php50,000.00 per month

Benefits:

• Work from home

Work Location: Remote