Bid Coordinator

BGIS, Bid Management Team; Sydney; Hybrid; AUD 70,000 - 95,000; Full time

Benefits offered by this job

Spot recognition vouchers

Employee referral bonus

Flare discounts

Fitness Passport

Wellness programs

flu vaccinations

Job summary

BGIS is seeking a detail-focused Bid Coordinator to support high-quality submissions across bids, expressions of interest and presentations. You will coordinate contributors, deadlines and approvals from opportunity launch through to final lodgement, turning complex information into clear client-ready content.

The ideal candidate combines superb organisation, strong communication skills and practical creativity, with proficiency in Microsoft 365 and design tools to produce polished, visually

Qualifications

• Demonstrated experience coordinating bids, proposals, projects, marketing deliverables, executive documents or comparable deadline-driven work.

Responsibilities

• Coordinate bids, proposals, expressions of interest, capability statements, presentations or submissions.
• Organise timelines, track contributors and approvals from launch to final lodgement.
• Turn complex information into clear, client-focused submissions with visuals.
• Create polished layouts using design tools for visually engaging documents.
• Liaise with stakeholders to communicate risks and delays early.
• Maintain brand standards and document-management practices.

Skills

Bid coordination

Project management

Communication

Attention to detail

Design awareness

AI tools usage

Polished layouts

Education

Higher education or certificates in communications, marketing, business, design, project management

Tools

Microsoft Word

PowerPoint

Excel

Teams

SharePoint

Adobe InDesign

Illustrator

Canva

Job description

We acknowledge the Traditional Custodians of the land on which we work, and pay our respects to Elders past, present and emerging.

About BGIS

BGIS is a global leader in integrated facilities management, delivering innovative and sustainable solutions to clients across various industries. We pride ourselves on maintaining high standards of safety, efficiency, and operational excellence.

Purpose of the Role

BGIS is seeking an organised, detail-focused and visually minded Bid Coordinator to support the delivery of high-quality, compliant and compelling submissions across bids, expressions of interest, presentations and clarifications. Working at the centre of the Bid Management Team, you will coordinate the moving parts of each pursuit, bringing structure to complex requirements, contributors, deadlines and approval processes from opportunity launch through to final lodgement.

This role is ideal for someone who enjoys variety, takes ownership of time and tasks, and takes pride in producing polished, professional work. You will be the organisational and creative engine behind winning bids, keeping pursuits moving with pace, precision and a calm, collaborative rhythm while helping the team turn complex information into clear, client-focused submissions.

The ideal candidate will combine exceptional organisation, meticulous attention to detail, confident stakeholder coordination and practical creativity. You will use Microsoft 365, approved AI tools and design applications responsibly to improve productivity, strengthen quality and create visually engaging content that supports BGIS’s growth objectives.

Education, Experience & Skills

• Demonstrated experience coordinating bids, proposals, projects, marketing deliverables, executive documents or comparable deadline-driven work. Applicants with highly transferable coordination experience are encouraged to apply.
• Outstanding organisation and time management, with evidence of managing multiple priorities, detailed schedules and competing deadlines without losing accuracy.
• Confidence coordinating the tasks of others, following up actions and communicating risks or delays respectfully and early.
• Exceptional attention to detail and experience reviewing documents for completeness, consistency, grammar, formatting and compliance with instructions.
• Strong written and verbal communication skills, with the ability to turn complex information into clear, concise and professional content.
• Advanced capability in Microsoft Word and PowerPoint, with sound working knowledge of Excel, Teams and SharePoint or similar collaboration and document-management platforms.
• Practical experience using AI tools to improve productivity, research, document quality or content development, together with sound judgement about accuracy, confidentiality and responsible use.
• Ability to create polished layouts and clear visual content using tools such as Adobe InDesign, Illustrator, Canva or comparable design applications.
• A proactive, calm and flexible approach, with the ability to learn quickly and maintain quality in a fast-moving environment.
• Experience coordinating end-to-end tenders, expressions of interest, capability statements, presentations or government and corporate procurement submissions.
• Experience in facilities management, property, construction, engineering, professional services or another complex, multi-stakeholder industry.
• Understanding of compliance matrices, document control, submission portals, brand standards and formal review or approval processes.
• Experience developing diagrams, process maps, organisation charts, infographics or other visual material for business audiences.
• Awareness of quality, work health and safety, environmental, privacy and information-security systems.
• Qualifications or training in communications, marketing, business, design, project management, administration, journalism, Microsoft 365, Adobe Creative Cloud, bid management or responsible AI use.

Core Attributes

• Exceptionally organised: creates order from complexity and keeps workstreams, documents, actions and deadlines under control.
• Meticulous and accountable: checks work carefully, notices gaps early and follows through on commitments to the required standard.
• Calm under pressure: stays composed, practical and solutions-focused through tight deadlines, changing priorities and high workload.
• Collaborative communicator: builds positive relationships, communicates expectations clearly and helps contributors provide quality inputs on time.
• Creative and digitally curious: uses approved technology, AI and design tools to work smarter while applying human judgement, verification and discretion.
• Client and results focused: understands that every task contributes to a compliant, compelling submission and keeps BGIS’s growth objectives in view.

Workplace Flexibility

To support your growth, this position will initially be based from our Sydney World Square office, conveniently located in the CBD and close to public transport, cafés, and local amenities.

Following training, this role offers a hybrid working arrangement of 3 days in the office and 2 days working from home.

Why Join BGIS?

Key Benefits Include:

• Spot recognition vouchers and $2,000 employee referral bonus.
• Access to Flare for discounts across retailers, energy, utilities & much more!
• Fitness Passport (access for you and your family to gyms and aquatic centres nationwide), employee discounts, and optional yearly paid flu vaccination vouchers.
• AFR Best Places to Work 2024 & 2025.
• Winner of Inspiring Workplaces Award 2025.
• Endorsed by Work180 as an employer of choice for women.
• Career progression through secondments & internal mobility.
• Leadership programs – Future Leaders and Leadership Fundamentals.
• Health perks including EAP, wellness programs & flu vaccinations.

BGIS is an equal opportunity employer and we strongly encourage applications from women, Aboriginal and Torres Strait Islander peoples, LGBTQ+ individuals, and people from culturally diverse backgrounds.

To be successful in the role, applicants must have full working rights in Australia.

Explore more opportunities at https://apac.bgis.com