Bid & Proposals Specialist

About Penbrothers 

Penbrothers is an HR & remote talent management partner and one of the fastest growing companies in the Philippines. We provide talented Filipinos with global opportunities in high-growth startups and dynamic companies, from the comfort of their own homes.

About the Client

Our client is a fast-growing infrastructure advisory and project management firm based in Australia. They work with public and private sector organizations to deliver complex projects across industries such as healthcare, education, aviation, and civic infrastructure.

Operating across the full project lifecycle—from strategy and business case development to procurement and delivery—the company is known for its high standards, structured approach, and commitment to delivering quality outcomes. As a growing firm backed by strategic investment, they are building a strong foundation to scale their operations while maintaining the rigor and professionalism of top-tier consulting organizations.

About the Role

We are hiring a Bid & Proposals Specialist to support the client’s business development and project delivery efforts through the creation of high-quality tenders, proposals, and professional documents. This is a newly created role that will play a key part in how the company presents itself to clients, with ownership over document quality, consistency, and overall presentation.

You will work closely with senior leadership, including the Managing Director, to coordinate submissions, manage content, and ensure all deliverables meet professional services standards. In addition to proposal development, you will support the creation of branded templates and contribute to broader administrative and coordination tasks.

This role is ideal for someone highly detail-oriented, structured, and confident working with complex documents in a fast-paced, growing organization.

 

Work hours:  9:00 am to 6:00 pm AU time, Mon-Fri

Work set-up: Remote

 

What you’ll do

Tender & proposal support

• Prepare, format and coordinate tender submissions, EOIs and RFT responses to

government and private sector clients

• Draft, edit and proofread proposal content including executive summaries, methodology sections and team profiles

• Manage submission schedules, version control and compliance checklists

•  Coordinate inputs from technical staff and ensure consistent formatting across all

contributed sections

• Maintain a library of pre-approved content (CVs, project profiles, capability statements) ready for deployment

 

Document production & design

• Produce high-quality documents in Microsoft Word and PowerPoint aligned with brand guidelines

•  Support the initial development of the firm's full template suite (approx. 12 templates

across Word and PPT)

• Apply brand standards consistently across all deliverables — typography, colour, layout, imagery

• Format and layout reports, dashboards, presentation decks and executive briefings

• Manage document version control and file naming conventions

 

Administration & Coordination

• Provide general administrative support to the MD and senior team

• Coordinate scheduling, correspondence and meeting preparation

• Maintain document registers, project files and shared drives

• Support preparation of project status reports and client communications

• Assist with research, data compilation and presentation of findings

What You Bring

• 3–5+ years of experience in proposals, bids, document production, or administrative support within a professional services, consulting, engineering, or similar environment

• Advanced proficiency in Microsoft Word and PowerPoint (templates, formatting, styles, layouts)

• Strong written English with the ability to draft, edit, and proofread professional documents

• High attention to detail, especially in formatting, version control, and compliance requirements

• Experience supporting tender or proposal processes is highly preferred

• Strong organizational skills with the ability to manage multiple deadlines and priorities

• Confidence working with senior stakeholders and coordinating across teams

• Intermediate Excel skills for basic data formatting and reporting

Preferred qualifications:

• Experience in infrastructure, construction, engineering, or government-related sectors

• Familiarity with SharePoint or document management systems

• Exposure to project scheduling tools (e.g., Microsoft Project)

• Basic design sensibility for layout, typography, and visual consistency

• Experience using AI tools (e.g., Copilot, Claude) for document drafting or productivity

 

Don't meet every single requirement? At Penbrothers we are committed to building a diverse, inclusive, and authentic workplace, so if you're excited about this role but you don't feel 100% aligned with the qualifications, we encourage you to apply anyway. You may just be the right fit for this or other roles.

 

Hiring Process

 

We utilize AI tools to enhance our hiring efficiency and ensure a fair evaluation of all candidates. As a result, candidates who passed our initial evaluations should expect an AI Interviewer as a component of our recruitment process. This is supervised by Human Talent Acquisition Experts who will also engage with you throughout your application journey.

 

What You’ll Get

 

At Penbrothers, we are obsessed with creating positive employee experiences. Here you’ll find an environment that nurtures learning and provides opportunities for growth. You’ll have the opportunity to make an impact on fast-growing startups and dynamic companies. 

 

• Meaningful work & Growth: We take every opportunity to stretch ourselves and deliver an excellent client experience. 

• Employee as our biggest asset: We are genuinely invested in our people’s career and welfare.

• Global reach & local impact: Get to work with high-growth startups and dynamic companies from the comfort of your own home. 

Powering global startups: We’ve created 1,400 Filipino jobs that empower global start-ups to focus on growth.