Office Manager and Bidding Coordinator VIC

Introduction:

As a respected and independent national consultancy, MBM has built a reputation for delivering accurate, insightful and innovative advice across Australia's property, construction, and infrastructure sectors. Our people are at the heart of our success, and we are proud to offer a collaborative, values-led workplace where your growth and contribution truly matter.

We are currently seeking an experienced Office Manager and Bidding Coordinator to join our Melbourne team.

Description:

Position Description - Office Manager and Bidding Coordinator (VIC)

Operations Division

The Office Manager and Bidding Coordinator (VIC) is responsible for managing the operational workflow of the Melbourne office. Reporting to the Melbourne Directors and with a dotted line to the National Operations Manager, they must be able to successfully work in a team environment, demonstrate initiative and ensure the smooth running and operation of the office, in conjunction with the company's goals nationwide.

Responsibilities & Duties:

Bidding:

Work with the National Bidding Manager and provide bidding support to the Melbourne office and other Hubs.

Responsible for developing, compiling, and managing tender submissions and fee proposals nationally, supporting the bidding team and ensuring content is timely, compliant, and persuasive.

Key Responsibilities:

Write, format, and edit clear, concise, and persuasive proposals, submissions, and capability statements

Coordinate inputs from various departments, including marketing, graphic design, and subject matter experts

Prepare and maintain templates, CVs, project profiles, case studies, and other bid-related materials

Assist with research on clients and industries to inform proposals

Collate and finalise all tender components, both digitally and in hard copy if required

Liaise with internal and external stakeholders to ensure the timely delivery of bids

Update and contribute content to the knowledge management system to support future submissions

Operations:

Report to the Director and collaborate with the National Operations Manager to oversee premises, IT, suppliers, client liaison, quality assurance, WH&S, office budgeting, policies, and overall office management.

Key Responsibilities:

Handle a broad range of administrative tasks including typing, scanning, booking meetings and travel, and providing general office and IT support

Manage reception duties such as answering calls, greeting clients, preparing tea or coffee, and maintaining a professional front-of-house experience

Organise internal functions, including staff events and working in collaboration with the Marketing team on internal client events

Manage general office logistics including stationery, kitchen supplies, groceries, couriers, and parcel handling, along with budget tracking and office expenditure

Ensure the security and confidentiality of the office environment is in line with organisational procedures. Act as the primary liaison with building management for maintenance and facility-related concerns

Ensure the office complies with Work Health and Safety (WHS) regulations, fostering a safe workplace through awareness, procedure compliance, and incident reporting

Skills and Experiences:

Qualifications and Experience

Essential:

• Proven experience (5+ years) in office management, administrative coordination, or a similar operational role, preferably within a professional services, architecture, engineering, or consulting environment.
• Demonstrated experience in coordinating and producing bids, tenders, and proposals, with strong writing, editing, and document formatting skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), Adobe Suite and working knowledge of Canva would be an advantage.
• Strong organisational and multitasking skills, with the ability to manage competing priorities and meet tight deadlines.
• Excellent interpersonal and communication skills, with the ability to engage effectively with stakeholders at all levels.
• Knowledge of and commitment to workplace health and safety (WHS) standards and compliance practices.
• Experience in managing suppliers, vendors, and facilities, including IT and building services.

What You'll Gain

• Experience the end to end submission process across Education, Government, Commercial, Health, and Infrastructure sectors
• Professional growth through our on the job training program
• Workplace flexibility and access to a diverse national network
• A values-driven team committed to Precision, Integrity, and Reliability

How MBM will support you

• Regular performance appraisals using a clear competency framework
• Access to internal and external training programs
• A professional, supportive and approachable leadership team

How to Apply

To join a firm that values professional excellence and innovation, please submit your CV and cover letter to

MBM has an open, inclusive, and supportive culture where diverse individuals are offered excellent opportunities to grow, learn, and advance in their careers. We are committed to encouraging our employees to reach their full potential while valuing and respecting them as individuals. We are an equal opportunity employer and strongly encourage women, Aboriginal and Torres Strait Islander people, people with disabilities, and other minority groups to apply.