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 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 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 key.

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 (The Rocks)
🏢 Pavement Management Services
📍 The Rocks