Administration & Submissions Coordinator

We are seeking a motivated and proactive Part-Time Submissions Coordinator/Administration Assistant (20 hours per week) to join our growing team.

This role is ideal for someone who has experience in administration, submissions, marketing, bid coordination or proposal preparation, but more importantly, someone who isn't afraid to roll up their sleeves and help wherever required. We are a collaborative team, and we're looking for a person who takes ownership, enjoys variety, and is willing to support both project delivery and day-to-day office operations.

The successful candidate will play a key role in preparing high-quality fee proposals, tender responses and EOIs across a diverse portfolio of projects spanning the housing, commercial, public, education and hospitality sectors. You'll work closely with management and technical staff to coordinate information, prepare compelling submissions, and ensure all documentation is delivered professionally and on time.

Key Responsibilities

Assist with the end-to-end preparation of fee proposals, tender responses and EOIs.

Review tender documentation and identify key requirements to ensure compliant submissions.

Coordinate input from management, technical staff and external consultants.

Manage deadlines and track multiple submissions simultaneously.

Write, edit and tailor responses to align with client requirements.

Design and format professional submission documents using Adobe InDesign and Microsoft Office.

Manage lodgment of submissions through procurement portals and email platforms.

Ensure all submissions meet compliance, formatting and deadline requirements.

Maintain and improve submission templates, systems and processes.

Coordinate project information, staff profiles and project photography for use in bids, marketing and social media.

Assist with LinkedIn content, website updates and general marketing activities.

Provide general administrative support and assist with office tasks as required.

Support the wider team in a range of operational and business support activities.

About You

We are looking for someone who is organised, adaptable and willing to contribute wherever needed. Experience is valued, but attitude, initiative and a strong work ethic are equally important.

You will ideally have:

Experience in administration, bid coordination, tender submissions, marketing, communications or a similar role.

Strong written communication skills and confidence preparing professional documents. Experience using AI tools to assist with writing is beneficial.

Excellent organisational skills with exceptional attention to detail.

The ability to manage competing priorities and meet deadlines in a fast-paced environment.

A proactive approach and willingness to take on a variety of responsibilities.

Strong interpersonal skills and the confidence to liaise with team members at all levels.

A good eye for layout, presentation and document design.

Experience with, or willingness to learn, Adobe InDesign, PowerPoint, WordPress and other business systems.

Reliability, initiative and the ability to work independently.

A positive attitude, eagerness to learn and a team-first mindset.

Experience within the engineering, architecture, design or construction industry is advantageous but not essential.

Qualifications in Marketing, Business, Communications, Graphic Design or a related field are welcome but not essential.

Availability to work from our office, as this is an office-based position.

What We're Really Looking For

We're looking for a team player who enjoys working in a fast-paced environment, with high-performance teams and who is used to taking on a variety of tasks, takes pride in producing high-quality work, and is happy to jump in and help wherever needed. While experience is important, the right attitude, willingness to learn and commitment to supporting the team are what will make you successful in this role.