Proposal Coordinator

About the role

Lycopodium is a global engineering and project delivery business with offices across Australia, Canada, the USA, Southern Africa, Ghana, the Philippines, Argentina and Peru. The company supports the resources, infrastructure and industrial processes sectors and offers the opportunity to build a career with exposure to international work and specialist expertise.

The Perth-based New Business team is looking for a Proposal Coordinator to help drive proposal and tender activity. Reporting to the General Manager - Studies, this role supports the coordination of proposals from start to finish, including gathering inputs, managing documentation, handling cost and scheduling information, and assisting with resource planning.

In this position, you will act as an important link between proposal leaders and administrative support teams. Your focus will be on ensuring submissions are accurate, compliant, professional, and delivered on time, while also supporting effective communication, document control, and workflow coordination in line with the company’s operating approach.

What you will do

• Help deliver polished, compliant proposal submissions by keeping information accurate, coordinating tasks, and maintaining structured processes that support stakeholder collaboration and client requirements.
• Work with General Managers, Group Managers and subject matter experts to prepare proposals that match the needs of each opportunity, the company’s goals and the client’s expectations.
• Manage the full bid and tender submission process, including template preparation, formatting, document assembly, internal approvals and final submission.
• Support the creation of client-facing presentations, reports and submission packs using approved company templates and branding rules.
• Arrange weekly bid/no-bid meetings, handle attendance coordination and prepare clear, accurate minutes.
• Organise proposal kick-off activities and manage input collection during the submission process, working with internal teams, subsidiaries and external partners to keep responsibilities clear and delivery on track.
• Maintain the CRM system (Salesforce), including opportunity tracking, bid registers and databases, while ensuring records remain accurate, compliant and current for reporting purposes.
• Prepare and circulate Job Opening Forms, allocate and record job numbers, support review and approval steps, update records and monitor contract status to help launch awarded work properly.

What you will need

• A tertiary qualification in Communications, Marketing or a related field is preferred, though not mandatory.
• Roughly 5 years of experience in proposal coordination and tendering.
• Strong capability to work to deadlines in a busy, high-pressure environment.
• Excellent planning and prioritisation skills, with the ability to manage multiple competing tasks.
• Clear and professional written and verbal communication, with a strong eye for detail.
• Ability to treat confidential and sensitive information appropriately.
• Comfortable working independently as well as within a team, with initiative and ownership in daily work.
• Good judgement, analytical ability and a practical approach to solving problems.

Benefits and additional information

The organisation offers a supportive culture with strong emphasis on career growth and technical development. Employees may work on major projects alongside experienced professionals.

• Long-term investment in employee development, including mentoring and career progression opportunities.
• Flexible work arrangements to help balance work with family, study or other commitments.
• Access to a rewards and recognition platform with discounts at hundreds of Australian retailers.
• Additional employee benefits such as professional membership coverage, 18 weeks of paid maternity leave plus superannuation continuance, and further discounts and reward programs.

The company is an equal opportunity employer committed to diversity and to maintaining a workplace free from discrimination, guided by the values of Respect, Integrity and Diligence.

The team aims to respond to every applicant.

Application process

Submit your CV through the application process provided.