Bid & Tender Coordinator

About Us

Oban Group is a leading provider of Building Maintenance, Minor Works, and Project Management services across Western Australia.

We’re proudly WA-owned with offices in Applecross and Bunbury, servicing a diverse range of clients across both metropolitan and regional areas.

Our business has experienced strong and sustainable growth, built on long-term client partnerships, responsive service delivery, and a high-performing team.

As we continue to grow, we are seeking an experienced Bid & Tender Coordinator to join our team and play a key role in supporting our estimating and tendering function, helping us identify, coordinate and secure new opportunities across the business.

About the Role

As a Bid & Tender Coordinator, you’ll play a key role in supporting our estimating and business development activities, coordinating the preparation and submission of tenders, quotations, EOIs and other bid documentation.

Working closely with our Estimator and broader management team, you’ll help ensure tender opportunities are effectively coordinated from initial receipt through to final submission, with all documentation completed accurately, professionally and on time.

This is a dynamic and fast-paced role where strong administration, organisation and attention to detail are essential. You’ll often be managing multiple tenders with competing priorities and firm submission deadlines, so the ability to remain organised, work under pressure and proactively drive tasks through to completion will be critical to your success.

You’ll be joining a collaborative team with established systems and processes, while having the opportunity to take genuine ownership of the coordination and administration of our tendering activities.

Set Office Based Work Hours Mon - Fri - ~8am - ~4pm (Hours TBC)

Key Responsibilities

• Coordinate the administrative process for tenders, bids, quotations and EOIs from receipt through to submission

• Maintain tender registers, submission deadlines, calendars and associated documentation

• Work closely with the Estimator to compile pricing schedules, scopes, subcontractor information and supporting documentation

• Review tender requirements and develop submission checklists to ensure all mandatory requirements are addressed

• Coordinate and compile tender returnable schedules, questionnaires, capability information and supporting evidence

• Prepare and format professional tender submissions, ensuring consistency, accuracy and presentation quality

• Liaise with internal team members, subcontractors and suppliers to obtain information required for submissions

• Monitor tender portals and client procurement platforms for opportunities, updates, addenda and clarifications

• Assist with maintaining company capability statements, project experience, personnel information and other reusable bid content

• Ensure tender documentation is appropriately filed, controlled and maintained

• Support the Estimator and management team with general estimating, business development and tender administration as required

Qualifications & Skills

• Previous experience in a Bid Coordinator, Tender Coordinator, Estimating Administrator or similar role

• Demonstrated experience coordinating tenders, bids or formal submissions, preferably within construction, maintenance, facilities management or a related industry

• Strong administrative and document management skills

• Exceptional organisational skills with the ability to manage multiple competing deadlines and priorities

• Ability to work effectively under pressure while maintaining accuracy and attention to detail

• Strong written communication and document presentation skills

• Competent in CRMs and Microsoft Office, particularly Word, Excel, Power Point and Outlook

• Experience using tender portals, procurement platforms or estimating systems will be highly regarded

• Confident communicator who is comfortable following up internal and external stakeholders to obtain information within required timeframes

• A positive and proactive attitude with a strong sense of accountability

• Demonstrated ability to exercise initiative, anticipate requirements, identify gaps and drive submissions through to completion without requiring constant direction