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Admin Coordinator, Tender Proposal Coordination

1 month ago

Richmond, Australia Mantric Architecture Full time

**About the company**:
Join this boutique Architectural firm in Richmond working on a wide range of bespoke Public Facility projects with a focus on Local Government clients. Be part of our enthusiastic, friendly team and an organisation that is flexible with work-life arrangements and offers ongoing training and professional development.

**The Opportunity**

You will be responsible for supporting the Directors in a multi-facetted role, which will incorporate Submission Preparation and Marketing responsibilities. The role also includes assisting with Financial Control/Key Data Management. The Submissions component involves liaising with a range of stakeholders, including sub-consultants to ensure our submission processes are well managed and completed efficiently, with diligence, and most critically, on time. The second component to the role is core business operations support, including; project initiation & setup, invoicing coordination, sub-consultant claims processing and the inputting of data into Xero. This is an important position in the business and will suit a person that is highly organised, an effective communicator and is detail oriented.

The role can be highly flexible across each week and be partially delivered from home, when required. We would happily consider a range of options, including; three full days, or reduced hours across four or five days.

**Tender Proposal Coordination - Task Highlights**
- Identifying relevant tenders with Directors, comprehensive answering of questions and collating Tender Returnable Schedule information;
- Manage the submissions process from inception to delivery
- Coordinate the management of submission content - collaborating with director & senior personnel
- Updating collateral including project sheets, CV’s, Capability statements and image resources
- Writing support and development of winning tender responses using company templates (InDesign and Word);
- Contributing, editing, producing & proofing well written, accurate & persuasive submissions
- Setting deadlines and coordinating necessary information from sub-consultants;
- Reviewing, updating and maintenance of company templates and tracking lists to ensure integrity and continuity;
- Maintaining strong relationships with clients, sub-consultants & suppliers;
- Manage and contribute to maintaining content on website and develop social media content to align with our established and evolving Marketing Strategies.

**Administration Support / Creditor & Debtor coordination (Xero file maintenance) - Task Highlights**
- Provide general business and administrative support to the Directors;
- Job file establishment (FileMaker Pro and Xero)
- Sub-consultant claims approval (Excel and Xero)
- Creation of monthly invoices to clients (Excel)
- Data entry of creditor and debtors (Xero)
- Payables and Receivables processing (Xero)
- Bank Reconciliation (Xero)
- Financial reporting to Managing Director (Xero)
- Liaising with our contracted BAS Agent

**To be considered for this role you will have**:

- Experience in business administration, marketing or similar;
- Ability to work to tight deadlines on high volume tenders with strong proof-reading abilities;
- Highly developed organizational skills and attention to detail;
- Preference for - Previous experience in writing proposals and tender management;
- Minimum - Intermediate Microsoft Excel experience
- Indesign and Xero (or other accounting package) experience helpful, or a willingness to learn these programs.

**To be successful in this role you will**:

- Thrive and remain calm in a busy, and at times, high-pressure environment;
- Be energetic, with confidence in communication and writing skills;
- Enjoy working autonomously as well as in a team;
- Knowledge of Architectural procedures would be an advantage, but not essential.

**Employee Benefits**

Join a friendly and inclusive creative team, led by directors that value work life balance in a supportive and fun work place.
- Hybrid in-studio / remote working with flexible work options and flexible work hours
- In-house mentoring and support for career development, including formal external training and education opportunities.
- A workplace that encourages and supports team building through social connection; including Friday night drinks, weekly morning tea and other adhoc casual events.

**Job Type**: Part-time

Pay: $65,000.00 - $75,000.00 per year

Expected hours: 32 per week

**Benefits**:

- Professional development assistance
- Work from home

Work Authorisation:

- Australia (required)

Work Location: Hybrid remote in Richmond, VIC 3121