Bid Coordinator

Forge Solutions; Melbourne; On-site; AUD 70,000 - 90,000; Full time

Job summary

Forge Solutions is seeking a proactive Bid Coordinator to manage tender submissions from kickoff to lodgement. You will coordinate inputs from estimators and subject matter experts, maintain document control, and ensure compliance with RFT/EOI/RFQ requirements, while monitoring tender portals and maintaining the tender library.

Ideal candidates will have 1–3 years in bid coordination, strong formatting skills, and the ability to meet strict deadlines.

Qualifications

• 1–3 years' experience in bid or tender coordination, document control, or a similar deadline-driven role.
• Strong document formatting skills using Word, PowerPoint, Adobe Acrobat, Canva or similar tools.
• Highly organised and deadline-driven with the ability to manage multiple bids and submission deadlines.
• Confident communicator, able to chase inputs from senior stakeholders and subject matter experts.
• Preferred: Experience with Australian government tender portals and procurement processes (e.g. QTenders, Buy.NSW, VendorPanel, LGP, TendersVIC).

Responsibilities

• Administer the bid/no-bid scorecard process, including circulating opportunity information, collating scores and recording decisions.
• Set up each approved bid: run the kick-off meeting and prepare the bid schedule, the responsibility matrix and internal review points.
• Coordinate and chase inputs from estimators, subject matter experts, Stream and State General Managers and the bid writer against the bid schedule, escalating risks to the deadline early.
• Coordinate bid review and sign-off meetings in line with Forge's Limits of Authority, including Director review where required.
• Compile, format, and produce tender submission documents, ensuring compliance with RFT/EOI/RFQ requirements and Forge's brand standards.
• Prepare and maintain a compliance matrix and returnable schedules checklist for each bid, tracking progress against tender close deadlines.
• Manage document control for active bids, including version control, folder structures and naming conventions.
• Monitor tender portals for new opportunities, addenda, and clarifications, and route new leads through the agreed process.
• Maintain the Monday.com tender board so that every bid is captured, including state-led bids.

Skills

Attention to detail

Organised

Communication

Deadline-driven

Stakeholder management

Document formatting

Tools

Word

PowerPoint

Adobe Acrobat

Canva

SharePoint

Monday.com

Job description

The Bid Coordinator will coordinate and produce Forge Solutions' tender, EOI, RFQ and prequalification submissions, from the bid/no-bid decision through to lodgement. The role runs bid schedules, manages document control and compliance, and collates inputs from estimators, subject matter experts and the bid writer, so that every submission is complete, compliant and lodged on time.

The role also maintains the systems that support tendering at Forge; the tender pipeline in Monday.com, tender portal monitoring, and the bid library.

Key responsibilities

• Administer the bid/no-bid scorecard process, including circulating opportunity information, collating scores and recording decisions for the Pre-Contracts Manager
• Set up each approved bid: run the kick-off meeting and prepare the bid schedule, the responsibility matrix and internal review points
• Coordinate and chase inputs from estimators, subject matter experts, Stream and State General Managers and the bid writer against the bid schedule, escalating risks to the deadline early
• Coordinate bid review and sign-off meetings in line with Forge's Limits of Authority, including Director review where required
• Compile, format, and produce tender submission documents, ensuring compliance with RFT/EOI/RFQ requirements and Forge's brand standards
• Prepare and maintain a compliance matrix and returnable schedules checklist for each bid, tracking progress against tender close deadlines
• Manage document control for active bids, including version control, folder structures and naming conventions
• Monitor tender portals for new opportunities, addenda, and clarifications, and route new leads through the agreed process
• Maintain the Monday.com tender board so that every bid is captured, including state-led bids

About you

• 1–3 years' experience in bid or tender coordination, document control, or a similar deadline-driven role, ideally in construction, property or facilities services, or government contracting
• Strong document formatting skills and high attention to detail, using Word, PowerPoint, Adobe Acrobat, Canva or similar tools
• Highly organised and deadline-driven, with the ability to manage multiple concurrent bids and submission deadlines
• Confident communicator, able to chase inputs from senior stakeholders and subject matter experts
• Preferred: Experience with Australian government tender portals and procurement processes (e.g. QTenders, Buy.NSW, VendorPanel, LGP, TendersVIC)
• Experience with Monday.com or a similar CRM, and SharePoint