Bid and Submissions Specialist

Woods Bagot Pty Ltd.; Melbourne; On-site; AUD 90,000 - 130,000; Full time

Job summary

Woods Bagot is seeking a detail‑oriented bid and submissions coordinator to lead the development of marketing and client proposals. Proficiency in InDesign is essential for producing high‑quality submissions and collateral across local and regional projects.

You will coordinate with internal teams and external consultants, manage timelines, ensure brand consistency, and maintain CMS records while supporting regional and global bids.

Qualifications

• 5–10 years of experience in a similar bid/submissions role.
• Relevant degree in Marketing, Business, Commerce or Design.
• Proficiency in InDesign and Microsoft Office; Adobe CS preferred.
• Creative thinking to convey design stories in client submissions.

Responsibilities

• Prepare and coordinate bid and submission responses and collateral.
• Interpret client briefs to source content for submissions.
• Utilise InDesign templates to produce high-quality submissions.
• Coordinate external subconsultants and stakeholders as required.
• Maintain CRM systems and opportunity data.

Skills

Bid management

Attention to detail

Communication skills

Team collaboration

Education

Marketing/Business/Commerce/Design degree

Tools

InDesign

Microsoft Office

Adobe Creative Suite

Job description

About Woods Bagot- Architecture for Worlds Ahead

We design places that meet the challenges and opportunities of our rapidly changing world. Our commitment to exploration, impact, and community creates enduring, forward-thinking outcomes, unlocking humanity’s highest potential. With a global design culture devoted to creativity, resilience, and purpose – we ensure every project contributes to our client’s vision, inspiring future generations.

Woods Bagot is part of the 7C Total Place Design Network: A wholly owned network of leading place brands including ERA-co, Impact Futures, Woods Bagot, and Customs Bureau.

About the Role

This multi-faceted position requires the ability to initiate, organise and lead the development of effective marketing and client strategies including the creation of substantial, well-designed bid proposals, marketing collateral and presentations. Proficiency in InDesign is essential for this role.

Key Responsibilities:

• Prepareand coordinate bid and submission responses, as well as supporting pitch/presentation collateral as required.
• Interpret client briefs to identify and source the best content and knowledge to support submissions.
• Utilise InDesign and Word templates to produce high-quality submissions.
• Liaise and coordinate external subconsultants and stakeholders as required.
• Monitor opportunities via tender alerts, government and industry publications, and websites.
• Coordinate workshops, kick-offs, and review meetings, tracking actions to ensure deadlines are met.
• Liaise with external consultants as required.
• Help maintain the studio library of marketing resources, including submissions, collateral such as CVs, project data sheets, and boilerplate content for use locally and globally.
• Maintain CRM systems and opportunity data.
• Apply InDesign templates comprehensively and incorporate graphic design artwork, copywriting, and layout of marketing material.
• Coordinate legal review, risk review and other compliance requirements.
• Ensure brand consistency across all submissions and presentations.
• Assist with regional and global support when necessary.

About You

As the ideal candidate, you are a detail-oriented and experienced bid and submissions coordinator or specialist with a passion for crafting exceptional submissions and working with both text and graphics. In this role, you will contribute across all sectors and disciplines at Woods Bagot, producing high-quality bid proposals, marketing materials, and project collateral.

You thrive both independently and as part of a collaborative team, working seamlessly within a small local team while also engaging with a broader regional network. Your strong interpersonal skills will be key in delivering compelling bids, tender submissions, capability documents, presentations, and marketing materials.

Success in this role requires excellent communication, strong relationship-building skills with internal stakeholders, and a keen eye for detail. You must be able to multitask, prioritise effectively to meet deadlines, and confidently engage with Principals, senior management, and key stakeholders.

With previous experience in submissions coordination and a background in the industry, you will bring an understanding of architecture and the ability to navigate a fast-paced, design-driven environment with confidence.

You will be able to demonstrate:

• 5-10 years of experience in a similar role.
• Relevant degree in Marketing, Business, Commerce, or a Design-related field.
• Proficiency in InDesign and Microsoft Office. Experience with additional Adobe Creative Suite programs is preferred but not essential.
• Creative thinking to produce new ideas and concepts to convey the design story in client submissions and presentations.
• Excellent organisation and time management skills.
• Effective written and verbal communication skills.
• Strong interpersonal skills and the ability to coordinate stakeholders effectively.
• Ability to multi-task, juggle multiple bids and/or deadlines.
• Agile and ability to adapt to a fast-paced role.
• A genuine interest in design, building, and property industries.
• Ability to work on multiple projects in a deadline-oriented environment.

All personal data collected by the Company will be kept confidential and only used for recruitment purposes.

Mandatory requirement: It is an essential requirement that at the time of applying for this position, applicants must have the legal right to work in Australia.

Inspiration. Innovation. Inclusiveness. We are Woods Bagot.

Woods Bagot is an equal opportunity employer. We are committed to equal employment opportunity regardless of race, colour, ethnicity, ancestry, religion, creed, sex, national origin, sexual orientation, age, citizenship status, marital status, disability, gender identity, gender expression, and Veteran status.

At Woods Bagot, we are committed to creating an environment where difference is celebrated, valued and respected, practices are equitable, and our people feel like they belong. We accept that none of us is smarter than all of us. We believe building a diverse workforce is the foundation to creativity and innovative design – it is only by working together that we can realize the potential of our people, clients and communities around us. Through our inclusive leadership and our truly global studio network of strategists, experience designers and scientists, you will find your voice and have the support and flexibility required to bring your whole self to work and build an exceptional career.