Based in the Melbourne office, this is a dual-scope role providing bid support to the Regional Data Centre Director, APAC (60% of the role) and day-to-day office administration support to the Regional Business Manager, APAC (40% of the role). The postholder will help draft, format and complete bid and proposal submissions to clients, while also managing the administrative needs of a small but fast-growing office - currently 3-4 people, expected to grow to around 10 by the end of the year and to double again the following year.

The role requires close collaboration with both the APAC commercial team and regional business support function, strong organisational skills and the flexibility to balance two reporting lines as well as shifting priorities as the office scales.

Bid Support (60%) - reporting to Regional Data Centre Director, APAC

Support the end-to-end bid process for APAC regional projects, in line with company governance and bid procedures.

Assist with the review of Request for Proposal (RFP) documentation and help develop deliverables schedules aligned with client requirements.

Support tender activities and proposal development, helping ensure submissions are accurate, compliant, and delivered on time.

Assist in preparing commercial proposals, fee submissions, work breakdown structures (WBS), and other supporting bid documentation.

Help issue and track enquiries and briefs for sub-consultant work packages, and coordinate responses, quotations, and technical inputs.

Collate and format bid documentation from internal teams and external partners to support complete, high-quality submissions.

Liaise with project teams, technical specialists, and commercial stakeholders throughout the bid lifecycle.

Maintain bid registers, documentation, version control, and submission records in line with company quality standards.

Flag risks, compliance issues, or gaps identified within tender documentation to the Regional Data Centre Director.

Support continuous improvement of bid templates, processes, and proposal quality across the APAC region.





Office Administration (40%) - reporting to Regional Business Manager, APAC

Manage day-to-day office operations for the Melbourne (AU) office, including facilities, supplies, and general enquiries.

Handle AU office enquiries and the shared AU enquiries mailbox.

Prepare and review expense reports for the AU office.

Liaise with APAC office for domestic and international travel for APAC team members.

Support preboarding, onboarding and offboarding processes for AU new hires and departing employees, including setting up laptops and equipment for new starters.

Manage local vendor relationships for office assets and supplies and maintain AU asset stock records.

Manage office supplies procurement and stock levels.

Support invoicing processes for the AU office, including raising, tracking, and following up on invoices.

Maintain and update APAC Connect content relevant to the AU office.

Plan and manage team social and team-building events for the AU office.

Maintain the AU office team calendar.

Support carbon footprint reporting and QSE (Quality, Safety & Environment) sessions for the AU office.

Undertake other reasonable local administrative duties as required, as the office scales up.

ADDITIONAL ROLE RESPONSIBILITIES (QHSE)

All roles include responsibility for health and safety in line with the requirements set out in the Employee Handbook.

Awareness of H&S; policies and procedures and impact on yourself and team.

Ensure all staff members complete mandatory compliance training when required.

Report any accidents, incidents, or near misses appropriately.

Assist with audit preparation of relevant documents.

ROLE ACCOUNTABILITIES (Resources)





Accountable functionally to the Regional Data Centre Director, APAC for bid support deliverables, and to the Regional Business Manager, APAC for office administration deliverables.

Works with a degree of supervision; refers upwards on judgement calls, competing priorities, or matters outside established procedures.

Responsible for checking the quality and accuracy of own work before submission.

Responsible for meeting agreed bid and administrative deadlines, escalating early where timelines are at risk.

Maintains excellent working relationships with clients, colleagues, and external vendors.

Collaborates with admin and bid support staff in other regional offices to share best practice.

Supports the design and delivery of office events and activities.

Handles confidential and commercially sensitive information appropriately.

EDUCATION AND TRAINING REQUIREMENT (minimum)

Educated to diploma/certificate level or equivalent, with a strong grasp of the English language.

Strong working knowledge of MS Office (Word, Excel, PowerPoint, Outlook).

Strong business writing and report-writing skills, with the ability to prepare clear, skilled and client-ready documentation.

EXPERIENCE REQUIREMENTS (minimum)

3-5 years' prior experience in an administration and business support role.

Exposure to bid, tender or proposal support is an advantage but not essential - training will be provided.

Demonstrates excellent written and verbal communication skills, with solid business writing and report-writing ability.

Adept at proposal making, including structuring content, formatting and quality-checking client-facing documents.

Prior experience within the engineering, construction, or built-environment sector is preferred.

Is self-motivated, proactive and flexible, with the ability to manage competing priorities across two reporting lines.

Comfortable operating in a small, fast-growing office environment where responsibilities may evolve.

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📌 Office Administrator - Australia (Melbourne)
🏢 Black & White Engineering Pte.
📍 Melbourne