Jobs at GIBB Engineering and Architecture

ROLES AND RESPONSIBILITIES
Bid Opportunity Search and Monitoring

• Support the identification and monitoring of relevant bid and tender opportunities across approved tender portals, client websites and procurement platforms.
• Conduct regular searches for opportunities aligned to GIBB's sectors, capabilities and areas of operation.
• Monitor opportunities for new, amended and cancelled tenders and maintain accurate opportunity information.
• Capture and maintain key tender information, including client, scope, closing dates and requirements.
• Download and maintain tender documentation and supporting information.
• Escalate potentially relevant opportunities to the Bid Office Lead for review.

Bid Coordination and Submission Management

• Coordinate assigned bids from receipt of tender documentation through to final submission.
• Review tender, RFQ and RFP documentation and identify key requirements, deliverables, returnables and deadlines.
• Develop and maintain bid action lists, timelines and submission programmes.
• Coordinate technical, commercial, company and administrative inputs from relevant stakeholders.
• Monitor progress, follow up outstanding inputs and escalate delays or risks.
• Coordinate internal reviews, amendments and finalisation of submissions.
• Coordinate electronic and physical submission requirements and maintain submission records.
• Bid Compliance and Quality Assurance
• Review bid documentation against mandatory requirements and submission conditions.
• Maintain compliance checklists and monitor outstanding requirements.
• Check submissions for completeness, accuracy, consistency and professional presentation.
• Identify and escalate compliance gaps, risks or inconsistencies.
• Assist with final bid quality checks prior to submission.
• Bid Documentation and Presentation
• Prepare, format and compile professional bid documentation, including methodologies, CVs, project sheets, schedules, presentations and supporting documentation.
• Apply approved templates and document standards to ensure consistency and professional presentation.
• Assist with the layout and presentation of tables, diagrams, process flows, organograms and other visual bid content.
• Work with Marketing where specialist design, branding or communication support is required.

Bid Information, Tracking and Process Improvement

• Maintain accurate and up-to-date bid trackers, action logs, compliance records and submission information.
• Maintain organised electronic bid files and document control.
• Provide accurate bid information to support Bid Office tracking and reporting.
• Assist with maintaining bid templates, checklists and standard documentation.
• Identify opportunities to improve bid coordination, document quality, tracking and overall Bid Management processes.
• Participate in bid debriefs and lessons-learned activities.

Requirements

QUALIFICATION AND EXPERIENCE:

• Diploma or Bachelor’s Degree in Supply Chain Management, Logistics, Procurement, Business Administration, Commerce or a related field.
• Relevant qualification combined with appropriate bid, or procurement experience will be considered.
• Additional tender, procurement or supply chain training/certification will be advantageous.
• Training or demonstrated capability in document design, visual communication or presentation design will be advantageous.

CORE COMPETENCIES:

• Bid and tender coordination
• Strong planning, organisation and attention to detail.
• Stakeholder coordination and follow-up.
• Ability to manage multiple priorities and strict deadlines.
• Bid compliance and document quality control.
• Strong written and verbal communication.
• Professional document preparation and visual presentation.
• Ability to identify gaps, inconsistencies and potential risks.
• Proactive problem-solving and strong follow-through.
• Microsoft Office proficiency, particularly Word, Excel and PowerPoint.

ADDITIONAL COMPETENCIES:

• Bid and proposal preparation.
• Bid portal and opportunity search capability.
• Document design and visual communication.
• Document control and information management.
• Process improvement.
• Ability to work independently and as part of a multidisciplinary team.

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ROLES AND RESPONSIBILITIES

Bid Strategy & Development

• Support bid-win strategy development for blue-sky and strategic bids, collaborating with senior management to align bid strategies with the organisation's goals and objectives.
• Oversee development of the bid proposal, ensuring it is aligned to the bid strategy and meets all client requirements.
• Review and edit proposal content for clarity, consistency and compliance with guidelines.
• Conduct thorough research on the client, project requirements and competitors to inform bid strategy.
• Anchor quality bid management on high-value, strategic and blue-sky bids across all Group regions, conducting reviews and evaluations to identify areas for improvement in future bids.
• Provide bid project planning and support for blue-sky, high-value and complex bids.
• Prepare documentation packs for blue-sky and tender submissions for internal Delivery Units.
• Drive and coordinate business development activity across GIBB Pty and, where required, the Group, focusing on unsolicited, strategic and blue-sky bids.
• In conjunction with the Market Sector Coordinator team, develop and champion the Africa Desk.

Bid Office Leadership & Support

• Coordinate the business development admin team, providing direction, reviewing their work and gathering input; support the LDP and assigned YES programme.
• Manage Bid Office integration and the development of efficiencies and effectiveness with projects and business development.
• Develop a comprehensive support plan for the Bid Office, covering task automation, template enhancement and boilerplate improvements.
• Manage business development activities across GIBB Pty and, when required, the Group.
• Carry out the full scope of Business Development Coordinator responsibilities for the Group.

Quality Assurance & Governance

• Implement a quality assurance process that aligns the flow of information from business development teams into bid management, including final review of submissions, to improve the bid win ratio and ensure high-quality, error-free submissions that meet all specified criteria.
• Ensure improved governance and adherence to relevant regulations and GIBB compliance requirements.
• Identify potential risks and challenges associated with a bid and develop strategies to mitigate them.
• Manage and action identified and assigned business development risks; align business development policies and procedures to address and mitigate concerns raised by clients.
• Develop and monitor business development procedures, quality standards and policies.

Knowledge, Document & Data Management

• Manage the Business Development repository / SharePoint site (Intranet/SharePoint) to ensure consistency and data availability.
• Archive bid documentation for future reference and analysis.
• Manage the sub-consultant database to support strategic bidding.
• Maintain and improve the project database; standardise sub-consultant and client reference letters; keep supporting documents aligned.
• Maintain efficient and effective bid management templates, including CVs and project sheets.

Client & Stakeholder Relationship Management

• Develop collateral that fosters positive relationships with clients and key stakeholders during the bidding process, in alignment with the marketing team.
• Develop and maintain relationships with a variety of centres of influence to assist in managing, closing and originating transactions.
• Build deep relationships with GIBB's key stakeholders — executives and business owners.
• Facilitate and coordinate meetings with strategic partners and potential clients.
• Support contract negotiation with GIBB clients on blue-sky bids, in alignment with management and support teams.
• Provide strategic support at all levels of direct negotiation and across the bid process lifecycle.
• Enable integration of strategic considerations into partner selection for key opportunity pursuits.

Client Feedback & Continuous Improvement

• Own the client feedback process: ongoing review and update of the client survey process; monitor, maintain and report on client relations, including client retention and satisfaction index.
• Collate and capture client feedback on all bids deemed strategic or high-impact, feeding insights back into bid strategy.
• Support the Bid Office in driving changes and improvements arising from post-bid debriefs.
• Consolidate tender feedback to identify win/loss patterns and trends.

Reporting, Budget & Pipeline Management

• Monitor and track the utilisation of business development budgets.
• Support the management of opportunity pipelines and coordinate client engagement activities through Market Sector Coordinators.
• Develop and implement sales reporting and pipeline statistics.
• Provide input into BD MANCO and BD Group reporting for GIBB Pty.
• Prepare and present reporting at staff meetings and monthly Business Development MANCO meetings.
• Provide strategic support in building bid win ratios — baseline, trend graphs, win ratio by value and by number, and growth in project fee per project.

Skills Development

• Research relevant training content, develop bid training material and facilitate training sessions.

Requirements

QUALIFICATION AND EXPERIENCE:

• Bachelor of Business Administration.
• 10 to 15 years' experience in business development administration and bid submissions.
• Experience in coordinating complex bid submissions.
• Experience working with multidisciplinary teams
• Experience in Coordinating Team Activities
• Coordination and Stakeholder Management Skills
• Strong Planning and Organisational Skills

CORE COMPETENCIES:

• Microsoft Teams
• Microsoft Office
• Leadership Skills

ADDITIONAL COMPETENCIES:

• Integrity
• Able to Take Initiative
• Team Player