Pavement Management Services Pty Ltd – The Rocks NSW
Pavement Management Services is looking for an organised, capable and confident Tender and Proposals Coordinator to manage opportunities from their initial identification through to submission.
This is a varied role for someone who can read a specification, identify what the client requires and bring together a clear, accurate and persuasive response. You will coordinate tender schedules, assist with job costings, prepare draft methodologies and make sure every submission is complete and lodged on time.
You do not need to be an engineer. The role is currently performed by a structural engineer, while other successful people in similar positions have come from communications and arts backgrounds. We are interested in how well you organise information, write, solve problems, work with people and take ownership of deadlines.
Key responsibilities
You will take responsibility for coordinating tenders, quotations and related business opportunities. Your work will include:
Searching tender subscription services and procurement portals for suitable opportunities
Reviewing opportunities and identifying those relevant to our services and capabilities
Monitoring the tender and quotation email account and ensuring requests are acknowledged and actioned promptly
Maintaining a forward register of opportunities, deadlines, clarification dates and submission requirements
Reading tender documents, scopes and technical specifications to determine the required response
Preparing preliminary job costings and pricing schedules for management review
Completing tender response schedules, forms and compliance documentation
Coordinating information about insurances, company experience, project personnel, availability and proposed start dates
Preparing preliminary programs of work and delivery schedules
Drafting project methodologies by translating specifications and technical input into a clear, well-structured response
Working with engineers and managers to obtain technical, commercial and project information
Coordinating CVs, project examples, referees and supporting documentation
Communicating with councils, consultants, contractors, procurement teams and service providers
Supporting the development of relationships with major construction companies working on significant infrastructure projects
Checking submissions for accuracy, consistency and completeness
Lodging tenders and quotations through procurement portals before the required deadline
Maintaining organised tender records, templates and reusable company information
Following up submitted quotations and recording outcomes and feedback
About the role
Pavement Management Services is looking for an organised, capable and confident Tender and Proposals Coordinator to manage opportunities from their initial identification through to submission.
This is a varied role for someone who can read a specification, identify what the client requires and bring together a explicit, accurate and persuasive response. You will coordinate tender schedules, assist with job costings,



prepare draft methodologies and make sure every submission is complete and lodged on time.
You do not need to be an engineer. The role is currently performed by a structural engineer, while other successful people in similar positions have come from communications and arts backgrounds. We are interested in how well you organise information, write, solve problems, work with people and take ownership of deadlines.
Key responsibilities
You will take responsibility for coordinating tenders, quotations and related business opportunities. Your work will include:
Searching tender subscription services and procurement portals for suitable opportunities
Reviewing opportunities and identifying those relevant to our services and capabilities
Monitoring the tender and quotation email account and ensuring requests are acknowledged and actioned promptly
Maintaining a forward register of opportunities, deadlines, clarification dates and submission requirements
Reading tender documents, scopes and technical specifications to determine the required response
Preparing preliminary job costings and pricing schedules for management review
Completing tender response schedules, forms and compliance documentation
Coordinating information about insurances, company experience, project personnel, availability and proposed start dates
Preparing preliminary programs of work and delivery schedules
Drafting project methodologies by translating specifications and technical input into a clear, well-structured response
Working with engineers and managers to obtain technical, commercial and project information
Coordinating CVs, project examples, referees and supporting documentation
Communicating with councils, consultants, contractors, procurement teams and service providers
Supporting the development of relationships with major construction companies working on significant infrastructure projects
Checking submissions for accuracy, consistency and completeness
Lodging tenders and quotations through procurement portals before the required deadline
Maintaining organised tender records, templates and reusable company information
Following up submitted quotations and recording outcomes and feedback
What we are looking for
The most important qualities for this role are organisation, judgement, written communication and personal accountability.
You will be well suited to the position if you:
Have excellent attention to detail
Write and speak English clearly and professionally
Can read a detailed specification and identify what must be addressed
Can turn technical and commercial information into a logical draft methodology
Plan your work carefully and meet fixed submission deadlines
Remain calm and accurate when several deadlines occur at the same time




Communicate confidently with engineers, managers, senior executives and clients
Build constructive relationships with clients, consultants, contractors and service providers
Work independently, use initiative and follow matters through to completion
Know when to seek technical or commercial review
Are comfortable taking responsibility for the quality and timeliness of your work
Are willing to learn about civil engineering, pavement management and public-sector procurement
Work well as part of a small team where priorities can change quickly
Experience that would be valuable
Experience in one or more of the following areas would be helpful:
Tender, bid, quotation or proposal preparation
Job costing, estimating or pricing support
Office management, project administration or executive support
Technical, professional or business writing
Local government or public-sector procurement
Civil engineering, construction, geotechnical services or professional consulting
Managing document templates, registers and submission portals
Microsoft Word and Excel, including formatting complex documents and preparing costing worksheets
An engineering qualification is not required. Applications are welcomed from people with backgrounds in engineering, communications, arts, administration, office management, professional services or other fields that demonstrate strong writing and organisational ability.
About us
Pavement Management Services is an Australian civil engineering consultancy specialising in pavement and road asset management. For approximately 40 years, we have delivered projects across Australia and contributed to developments in road condition assessment and pavement management nationally and internationally.
Our work helps councils, government agencies, engineering consultants and contractors make better decisions about road maintenance and investment. These decisions directly influence the amenity, serviceability and safety of the roads used by communities every day.
You will join a small, dynamic team based in The Rocks and work closely with engineers, managers and senior executives. Because we are a specialist business, your contribution will be visible and important.
What we offer
A meaningful role in an established Australian engineering consultancy
Direct exposure to civil engineering and infrastructure projects across Australia
The opportunity to work closely with experienced engineers and senior management
A varied position combining writing, coordination, costing and client communication
Support to learn our services, technical terminology and tender processes
A professional office in The Rocks, close to Sydney transport and amenities
Flexible work options following successful completion of the probation period
An immediate start for the right person
The opportunity to take ownership of the tender process and grow with the business
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📌 Tender And Proposals Coordinator (Sydney)
🏢 Pavement Management Services
📍 Sydney