Melbourne

Submissions Coordinator

About the role

This position, whether contract or permanent.

The key aspect of this role involves coordinating the entire submissions process. Key responsibilities include the production of submissions from inception to completion, assisting in the preparation of materials for interview and bid presentations, gathering information from sub-consultants, and handling printing and filing tasks. Proficiency in InDesign and Word are essential for success in this role.

Key Responsibilities

  • Prepare and coordinate bid and submission responses, as well as supporting pitch/presentation collateral as required.
  • Interpret client briefs to identify and source the best content and knowledge to support submissions.
  • Utilise InDesign and Word templates to produce high-quality submissions.
  • Liaise with external consultants and stakeholders as required.
  • Monitor opportunities via tender alerts, government and industry publications, and websites.
  • Liaise with external consultants as required.
  • Help maintain the studio library of marketing resources, including submissions, collateral such as CVs, project data sheets, and boilerplate content for use locally and globally.
  • Apply InDesign templates comprehensively and incorporate graphic design artwork, copywriting, and layout of marketing material.
  • Ensure brand consistency across all submissions and presentations.
  • Assist with regional and global support when necessary.

About You

As the successful candidate, you are an experienced and meticulous submissions coordinator with a true passion for producing outstanding submissions and working with text and graphics. Positioned across all sectors and disciplines Woods Bagot works in, you will be responsible for producing high-level bid, marketing, and project collateral. You’ll be comfortable working autonomously as well as part of a small local team and a larger regional team. Your strong interpersonal skills will support and drive the delivery of high-quality bids and tender submissions, capability documents, presentations, and marketing materials.

Excellent communication skills, exceptional relationship-building skills with key internal stakeholders, an eye for detail, an ability to multitask and prioritise tasks to achieve deadlines, as well as the confidence to liaise with Principals, senior management and key stakeholders, are crucial in this role.

Your responsibility to coordinate submissions requires similar experience and an industry background. This will ensure an understanding of architecture and the confidence to adapt to a fast-paced, design-oriented environment.

You will be able to demonstrate

  • 3 + years of experience in a similar role.
  • Tertiary qualifications in Marketing, Commerce, or a Design-related field.
  • Proficiency in InDesign and Microsoft Office. Experience using other Adobe Creative Suite is seen favourably. 
  • Excellent organisation and time management skills.
  • Effective written and verbal communication skills.
  • Strong interpersonal skills and the ability to coordinate stakeholders effectively.
  • “Team player” attitude and a willingness to help and support other team members and their workload.
  • Ability to multi-task, juggle multiple bids or deadlines.
  • Agile and ability to adapt to a fast-paced role.
  • A genuine interest in design, building, and property industries.
  • Creative thinking to produce new ideas and concepts to convey the design story in client submissions and presentations.

Benefits we offer

In addition to working for a world class design Studio you will enjoy benefits such as:

  • Employee Assistance Program
  • Employee Referral Program
  • Annual Discretionary Bonus
  • Working on some of the most interesting and complex projects in Australia alongside a talented team

How to apply

Applicants are required to submit a resume via our Submissions Coordinator LinkedIn job post. Applications will be treated in the strictest confidence. We do not accept unsolicited resumes or names from agencies.

All personal data collected by the Company will be kept confidential and only used for recruitment purposes.

Mandatory requirements

It is an essential requirement that at the time of applying for this position, applicants must have the legal right to work in Australia.

Inspiration. Innovation. Inclusiveness. We are Woods Bagot.

Woods Bagot is an equal opportunity employer. We are committed to equal employment opportunity regardless of race, colour, ethnicity, ancestry, religion, creed, sex, national origin, sexual orientation, age, citizenship status, marital status, disability, gender identity, gender expression, and Veteran status.

At Woods Bagot, we are committed to creating an environment where difference is celebrated, valued and respected, practices are equitable, and our people feel like they belong. We accept that none of us is smarter than all of us. We believe building a diverse workforce is the foundation to creativity and innovative design – it is only by working together that we can realise the potential of our people, clients and communities around us. Through our inclusive leadership and our truly global studio network of strategists, experience designers and scientists, you will find your voice and have the support and flexibility required to bring your whole self to work and build an exceptional career.