Bid Coordinator / Office Administrator

Austral Archaeology; Yallah; On-site; AUD 65,000 - 75,000; Full time

Job summary

Austral Archaeology is seeking a detail-oriented Bid Coordinator / Office Administrator to join our team on a 6-12 month maternity leave cover contract. Start ASAP to allow training and handover before the commencement of maternity leave.

This role combines bid coordination, general administration and occasional project financial administration, supporting the smooth day-to-day operations of the business. A driver’s license is essential and proficiency with Microsoft Office is required.

Qualifications

• Experience in bid coordination, tender administration or similar is preferred.
• Strong organisational skills with the ability to manage competing priorities and deadlines.
• Proficiency with Microsoft Word, Excel, PowerPoint and Outlook.

Responsibilities

• Bid Coordination: monitor tender portals, identify relevant opportunities, and coordinate EOIs, RFQs and RFTs.
• Manage tender deadlines, submission schedules and compliance requirements to ensure timely submissions.
• Liaise with project managers, team leaders and directors to coordinate tender due dates and files.
• Provide general administrative support including data entry, document preparation and CRM maintenance.
• Update and maintain project databases and digital records to ensure accuracy.
• Assist with project financial administration, including WIP reporting and invoicing support.
• Utilise Microsoft Office and other business systems to improve efficiency and organisation.
• Support ad hoc projects and contribute to process improvements.

Skills

Bid coordination

Administration

Project support

Communication

Tools

Microsoft Office

Job description

Maternity Leave Cover | 6-12 Month Contract

Start Date: ASAP, to allow for training and handover before the commencement of maternity leave.

About Austral Archaeology

Austral Archaeology is a leading heritage consultancy with a strong reputation for delivering expert advice and practical solutions in archaeology, heritage conservation and cultural resource management. We are a passionate team dedicated to preserving and protecting heritage for future generations while maintaining an efficient and well-organised working environment.

The Role

Austral Archaeology is seeking a detail-oriented and motivated Bid Coordinator / Office Administrator to join our team on a 6-12 month maternity leave cover contract.

This position is ideal for someone who enjoys problem-solving, takes a proactive approach to their work and is confident using modern office technologies. The role combines bid coordination, general administration and occasional project financial administration, supporting the smooth day-to-day operations of the business.

Key Responsibilities

• Bid Coordination: Monitor tender portals, identify relevant opportunities and coordinate the preparation and submission of Expressions of Interest (EOIs), Requests for Quotation (RFQs) and Requests for Tender (RFTs).
• Manage tender deadlines, submission schedules and compliance requirements, ensuring all documentation is accurate and submitted on time.
• Liaise with project managers, team leaders and directors to coordinate tender due dates and files accordingly.
• Provide general administrative support, including data entry, document preparation, correspondence and maintaining CRM systems.
• Update and maintain project databases, digital records and internal systems to ensure information remains accurate and accessible.
• Assist with occasional project financial administration, including Work in Progress (WIP) reporting, invoicing support and project record updates.
• Use Microsoft Office and other business systems to improve efficiency, accuracy and organisation.
• Support ad hoc projects and contribute to ongoing process improvements across the business.

About You

• A strong interest in administration, bid coordination and operational support.
• Excellent organisational skills and attention to detail, with the ability to manage competing priorities and deadlines.
• Strong critical thinking and problem solving skills, with a proactive approach to identifying and resolving issues.
• Confident computer skills, including Microsoft Word, Excel, PowerPoint and Outlook, with the ability to learn new systems quickly.
• Strong written and verbal communication skills and the ability to liaise professionally with colleagues and external stakeholders.
• The ability to work independently while contributing positively to a collaborative team environment.
• A flexible and enthusiastic attitude, with a willingness to assist across a range of business functions.
• A driver's license (essential).
• Previous experience in bid coordination, tender administration or a similar administrative role will be advantageous.

Why Join Austral Archaeology?

• Work in a supportive and collaborative team environment.
• Contribute to meaningful heritage management and conservation projects.
• Gain experience across bid coordination, business administration and project support.
• Develop your professional skills in a varied and engaging role.

Austral Archaeology is an equal-opportunity employer and welcomes applications from all suitably qualified candidates.

Join us in making a meaningful contribution to heritage management and preservation.