Own the job from the RFQ through to the delivery docket.

This is not a training position. The quoting side we can support with systems and AI. What we cannot replace is the person who runs the job on the ground - chases the supplier when stock is late, re-cuts the schedule when a site is not ready, and stays calm in front of a frustrated builder.

HEQS Wholesale Group is an Australian family-owned business trading over 20 years, supplying commercial furniture and FF&E; from our own factory and direct import, with warehouses in Sydney, Melbourne and Brisbane. We supply commercial fit-out and project builders, student accommodation and co-living, aged care and NDIS, hospitality and government.

Our tenders, quotes and the project work that follows them are currently spread across several people. We are consolidating that into one role.

Is this you?

You are a Project Coordinator, Project Administrator, Tender Coordinator, Bid Coordinator, Estimator or Internal Sales Coordinator who already works the full span: the RFQ or tender lands on your desk, you price it and submit it, and when it is won you are the one who makes it happen - the schedule, the supplier, the delivery, the install, the variations.

You might be doing this now at a furniture, joinery, flooring, blinds, appliance, shopfitting or commercial interiors supplier. You do not need a construction background - we are not building anything.

What you'll own

Tenders, RFQs and RFPs. Register and track opportunities, read the specification and schedules, assemble the response, keep the compliance and document requirements straight, and submit on time.

Quoting and pricing. Price FF&E; packages from drawings, schedules and finishes, bring in supplier and freight costs, and build the quote.

Won work,



into operations. Convert the award into orders, production and shipping schedules, delivery windows and install dates.

Project coordination. Be the point of contact for the client, the builder and our warehouse. Track variations, approvals, samples and sign-offs.

Documentation and handover. Keep the project file complete - correspondence, variations, delivery dockets and warranty handover.

What you'll need

2+ years coordinating projects through to delivery and installation - orders, suppliers, schedules, deliveries, installs and variations. This is the core of the job.

Australian experience preparing quotes or tender responses from a specification or schedule - the role deals with Australian suppliers, lead times, procurement processes and contract terms.

Logic and attention to detail on tender work. We use AI to help draft and assemble tender responses - your job is to know when it is wrong, and that judgement only comes from having been on the ground.

Confident in Excel and comfortable in a quoting or ERP system.

Permanent Australian work rights, and a realistic daily commute to Smithfield NSW 2164.

Highly regarded

- Government, aged care, NDIS, student accommodation or hospitality projects
- Procurement panels and portals (VendorPanel, buy.nsw, Tenderlink, Ariba)
- Reading drawings and finishes schedules
- Microsoft Dynamics 365

What we offer

- $57,000 - $85,000 + superannuation, plus commission and bonus
- In office at Smithfield, Monday to Friday
- Our own factory and direct import, so you can commit to prices and lead times
- An offshore support team for research and quoting admin, and AI tools we actually use
- A role that sits at the centre of the commercial work, not an admin seat

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📌 Tender & Project Coordinator (Sydney)
🏢 HEQS Wholesale Group
📍 Sydney