Submissions Coordinator

PRIMARY OBJECTIVE

• Prepare and complete Capability Statement, Expression of Interest (EOI) submissions and pre-qualification questionnaires.
• Continuously coordinate with internal stakeholders to ensure that deliverable deadlines are met promptly and efficiently.
• Analyse, coordinate, write and develop tender response documentation incorporating the requirements of specifications, within timeframes.
• Coordinate and maintain marketing materials such as references, profiles, capability statements and other tender documents.

REPORTING REQUIREMENTS

• Weekly with Estimating teams
• Pre-Tender meetings where required
• Report immediately any event that will significantly alter management expectations
• Attend bi-annual Performance Reviews with your Manager

KEY AREAS OF ACCOUNTABILITY

SAFETY

• Promote a positive safety culture.

FINANCIAL/CONTRACT ADMINISTRATION

• Manage printing expenditure in line with marketing budget.

PROCEDURAL

• Collaborate with Estimating teams during tender processes.
• Manage a database containing project and personnel information.
• Generate and update content for projects and personnel as needed.
• Maintain organised information and user-friendly templates.
• Enhance and refine company procurement documents continually.
• Engage professionally with individuals at all levels within the company and the industry, representing the organisation appropriately.

Marketing / BUSINESS DEVELOPMENT / CLIENT RELATIONS

• Coordinate the entire process of creating Capability Statements, Expressions of Interest, and Tenders from start to finish overall layout and organisation of document in InDesign and Word

• Formatting of proposal documents including tables, graphs, images, brand compliance

• Coordinating and writing text from various team members
• Creation of general information responses for Tender Forms
• Edit CV's to be project specific.
• The design, graphics, data entry, production
• Final printing/binding/pdf collation of submission
• Coordination of submission delivery where required

• Estimating Assistance when required – based on instructions from Estimating team:

• Development of preliminary Site Management Plan

• Development of preliminary Traffic Management Plan
• Development of preliminary Construction Management Plan
• Manage and update the "Supporting Information Library."
• Produce base documents for Project and Staff Profiles.
• Develop professional Post Tender Presentations and documentation for both internal and external use.
• Assist with internal requests, including providing informational material, internal communications, and handling ad hoc requests.

PEOPLE

• Collaborate efficiently within the team.
• Respond promptly and comprehensively to queries from both internal and external stakeholders.
• Coach, mentor and develop staff, to build skill levels across the company and assist in career growth for team members.

QUALITY

• Adhere to the Company's Management Systems.
• Create and update procedures relevant to role.
• Incorporate lessons learned and feedback to enhance future bids.
• Continuously seek opportunities and provide suggestions for enhancing the company's procedures and systems.
• Actively engage in Staff Satisfaction Surveys to monitor and enhance our work environment.

ENVIRONMENT

• Promote a culture that fosters the company's values.

QUALIFICATIONS, SKILLS, KNOWLEDGE AND EXPERIENCE

• Experience within a Building & Construction environment
• Understanding of staging and council restrictions and regulations
• Understanding of durations of each task in the project cycle
• Strong competence in Microsoft Projects
• Strong competence in PDF Illustrator software's
• AutoCAD knowledge desirable
• Strong relationship building skills