Bid Coordinator

Job Description Xavier Knight is one of Sydney’s fastest growing engineering consultancy firms in Sydney. Due to continued growth, success and project wins, we are looking for a new team member to join XK. This position will provide an excellent opportunity to join an established boutique consultancy and gain project experience with Tier 1 clients, ranging from complex high-rise structures to smaller projects across a wide range of sectors. You will be at the heart of a dedicated team of industry experts who value collaboration and knowledge sharing. As a valued member of our team, we will help you meet your goals, value your ideas, creativity, and innovation. Values People Centric – We have a fun and flexible team culture Excellence – We are at the forefront of engineering excellence, committed to achieving the best outcomes Curiosity - We celebrate innovation and encourage ourselves to think like there is no box Stewardship - We take on our clients’ projects as if they were our own, delivering practical and well-balanced solutions Join Us at XK At XK, people come first. Our team is the driving force behind the progressive, proactive company we’ve built, and we’re proud of the diverse and inclusive workplace we create together. A career with us means contributing to complex, high-profile projects while being supported to grow, personally and professionally. We’ll invest in your development so that you can deliver your best work and take your career to the next level. We also know there’s no “one size fits all.” Just as every project is unique, so is every person. That’s why we offer a wide range of benefits to support both your career goals and your life outside work: Benefits Pathways for growth and career progression Professional and technical training with industry leaders Flexible working options, including start/finish times and work from home Central CBD location, just a 2-minute walk from Town Hall Station Wellbeing perks like vaccinations, sporting activities, and more Paid leave for blood donation Parental leave and family-friendly policies A fun, flexible, and supportive team culture Job Description The Bid Coordinator plays a key role in helping XK secure new projects by coordinating, writing, and producing high-quality, client-focused proposals. Working closely with technical and marketing teams, the role ensures every submission is accurate, on-brand, and compelling. Through well-managed bids and clear communication, the Bid Coordinator contributes directly to XK’s growth, reputation, and success in winning work. About you Strong written and verbal communication skills High attention to detail and strong organisational and prioritisation skills Ability to thrive in a fast-paced, deadline-driven environment A proactive mindset, strategic thinking, and natural problem-solving ability and able to work independently Passionate about being part of a team and contributing to overall success Team Player with the ability to work collaboratively Responsibilities BID - Proposal Coordination & Administration Plan and deliver high-quality, compliant, and professional bid submissions. Coordinate multiple proposals, managing timelines, gathering input, and ensuring submissions are delivered on time. Write, edit, and format proposal content to reflect client needs and align with XK’s brand and messaging. Liaise and coordinate with discipline leaders, marketing, finance, and legal teams to ensure accuracy and completeness. Ensure all proposal documents are well-presented, consistent, and aligned with brand standards. Maintain and update the tender content library for future submissions. Admin and data entry associated with bids Business Development Support Assist with client meeting coordination and presentation preparation. Record meeting notes for BD and proposal review sessions. Maintain CRM records and assist with reporting on BD activities. Support marketing initiatives, industry events, and client engagement activities. Team & Culture Demonstrate XK’s values in daily work. Contribute to a supportive, collaborative, and high-performing team culture. Build trusted relationships with colleagues, clients, and partners. Participate in ongoing improvement and feedback initiatives. Please note: Applications will be reviewed after the advertising period closes, and we’ll respond to candidates between January and February 2026. Desired Skills and Experience Qualification Bachelor’s Degree in Marketing, Communications, Business or related field. Experience Min 3 years of experience in business development, marketing or BID Coordination roles. Relevant industry experience (professional services, architecture, engineering, or consulting) Demonstrated experience coordinating proposals or tender submissions. Experience with project administration or business development support. Strong writing and editing skills for professional and persuasive content. Experience with CRM and project management tools (e.g. Total Synergy or similar). Graphic Design experience is desirable but not essential High level of proficiency with Microsoft Office suite (Word, Excel, Powerpoint), #J-18808-Ljbffr