Bid Coordinator

Company Description

GANDEN Engineers and Project Managers is a leading Australian Consultancy providing Process, Mechanical, Civil, and Structural Engineering and Design services to the Water, Resources, and Industrial Sectors.

Job Description – Bid Coordinator

Position Overview

The Bid Coordinator is responsible for managing the end-to-end bid process, ensuring that all tender submissions, proposals, and pre-qualification documents are completed accurately, professionally, and on time. This role acts as the central point of coordination between business development, technical teams, and management, ensuring GANDEN delivers compelling, competitive, and compliant bids.

This position is not technical in nature but requires confidence to engage with technical leads and management to draw together inputs and deliver high-quality submissions. The role is based in our Varsity Lakes office (Gold Coast).

Key Responsibilities

Bid & Tender Management

• Coordinate the preparation, review, and submission of tenders, proposals, and EOI (Expression of Interest) documents.
• Develop and manage a bid schedule, ensuring all deadlines are met.
• Gather input from project managers, engineers, and leadership to produce high-quality content.
• Maintain a library of standard bid content, project sheets, resumes, and compliance documents.
• Monitor tender portals and flag relevant opportunities to management when required.
• Confidently engage with technical leads to extract required inputs, keeping contributors accountable to agreed timelines.

Content Development & Quality Assurance

• Write, edit, and format non-technical sections of bids (e.g. company profiles and performance metrics).
• Ensure brand consistency, professional presentation, and adherence to client requirements.
• Proofread and check submissions for clarity, accuracy, and compliance with tender specifications.

Stakeholder Coordination

• Facilitate bid kick-off meetings and communicate roles, responsibilities, and timelines to all contributors.
• Liaise with internal subject matter experts to gather technical input and pricing information.
• Coordinate with external partners and subcontractors when required.

Process & Continuous Improvement

• Track and report on bid outcomes and feedback to improve future submissions.
• Support the development of bid strategy, win themes, and differentiators.
• Refine and implement efficient bid management processes and tools.

Qualifications & Skills

• Proven ability to manage competing deadlines while coordinating multiple contributors.
• Confidence in liaising with senior technical staff and external stakeholders without requiring a technical background.
• Minimum 2–3 years' experience in bid coordination, proposal writing, or a similar role.
• Strong organisational skills with the ability to manage multiple deadlines.
• Excellent written and verbal communication skills with a focus on accuracy and detail.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Adobe PDF tools.
• Knowledge of tender portals and procurement processes (desirable).
• Collaborative team player with the ability to work under pressure and maintain composure.

Performance Indicators

• Percentage of bids delivered on time and in compliance with client requirements.
• Positive feedback from both technical contributors and management on bid coordination effectiveness.
• Win rate improvement across tenders and proposals.
• Quality of bid documentation and feedback from internal stakeholders.
• Maintenance and improvement of bid library and templates.