Flexible Bids & Proposals Coordinator

RSM; Sydney; Hybrid; AUD 85,000 - 110,000; Full time

Job summary

RSM in Sydney seeks a National Bids Adviser to keep the bids program running smoothly. You will coordinate tenders, panel appointments and pitches, and set up projects, timelines and document structures.

You will maintain bids tools and content libraries, ensure data accuracy, support formatting and proofreading, prepare drafts, and help with AI-enabled tender tools while collaborating with partners, fee-earners and marketing to drive quality outcomes.

Qualifications

• 2-3 years' experience in marketing, bids/proposals, document management, or project support, ideally in professional services, consulting, engineering, or similar B2B environments.
• Strong organisational skills, able to manage multiple tasks, deadlines, and stakeholders simultaneously.
• High attention to detail in document preparation, data entry, and maintaining filing structures.
• Good written communication skills, with confidence in proofreading and light editing for clarity and consistency.
• Comfortable using digital tools and systems (e.g., document management, CRM, proposal platforms) and eager to learn AI-enabled solutions.
• Collaborative mindset with a service-oriented approach and ability to build strong working relationships.
• Proficient in Microsoft Word, PowerPoint, and Excel, with strong general computer literacy.

Responsibilities

• Support the Senior Bids Manager with the coordination of tenders, panel appointments and pitches, including setting up projects, timelines and document structures.
• Set up and maintain all bids-related tools and systems (e.g. proposal platforms, content libraries, trackers), ensuring users have appropriate access and that data is accurate and up to date.
• Gather, organise and catalogue past proposal documents, capability statements, case studies, CVs and pitch decks into a structured, searchable content library.
• Work with partners, fee-earners and marketing colleagues to update credentials, matter examples and team bios, and ensure version control is maintained.
• Assist with formatting, proofreading and basic editing of bid documents and presentations to ensure consistency with templates and brand guidelines.
• Prepare document shells and first-cut drafts using existing templates and boilerplate content for review by the Senior Bids Manager and subject‑matter experts.
• Maintain bid logs, opportunity trackers and filing structures so that all live and historic bids are clearly recorded and easy to retrieve.
• Support the scheduling and administration of bid meetings (kick-offs, reviews, rehearsals), including preparing agendas, notes and follow‑up actions.
• Help administer and improve the use of AI-enabled tender and proposal tools, including setting up workspaces, tagging content and supporting users.
• Assist with collecting and storing client feedback, debrief notes and outcomes data to support reporting and continuous improvement.

Skills

Organisational skills

Content management

Document management

Project coordination

Stakeholder management

Microsoft Word

PowerPoint

Excel

CRM software

AI-enabled tools familiarity

Education

Tertiary qualification in Sales/Marketing/Communications/Business/Law

Tools

Proposal platforms

Content libraries

Trackers

CRM

Job description

RSM in Sydney seeks a National Bids Adviser to keep the bids program running smoothly. You will coordinate tenders, panel appointments and pitches, and set up projects, timelines and document structures.

You will maintain bids tools and content libraries, ensure data accuracy, support formatting and proofreading, prepare drafts, and help with AI-enabled tender tools while collaborating with partners, fee-earners and marketing to drive quality outcomes.