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 Australian infrastructure advisory and project management firm headquartered in Brisbane, Queensland. They work alongside public and private sector leaders to bring clarity, structure, and momentum to complex infrastructure projects—spanning health, education, aviation, and civic sectors.

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

About the Role

This is a newly created role, established to provide dedicated support for the firm's business development and project delivery activities. The primary focus is the production of high-quality tenders, proposals, capability statements, and supporting documents that represent the firm credibly to government and private sector clients.

The successful candidate will be the firm's internal expert in document production—owning quality, consistency, and presentation across all formal submissions. As the firm scales, this role will expand in scope and seniority accordingly. In the initial period, the role will also include supporting the development of a full suite of branded document templates in Microsoft PowerPoint and Word, working from the firm's style guide.

Work hours: Monday to Friday, 9:00 am to 6:00 pm AU time (7:00 AM to 4:00 PM PHT)

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 subconsultants, ensuring consistent formatting across all contributed sections
• Maintain a library of pre-approved content (CVs, project profiles, capability statements) ready for deployment
• Provide input and support from time to time for our partner organisation in New Zealand (Octa Project Management)

Document production & design

• Produce high-quality documents in Microsoft Word and PowerPoint aligned with brand guidelines. Indesign may also be used for graphics and selected documentation.
• Support the ongoing uplift and development of the firm's full template suite
• 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

• Microsoft PowerPoint: Advanced — able to build and maintain master templates, custom layouts, complex slide design
• Microsoft Word: Advanced — styles, section breaks, table of contents, headers/footers, mail merge
• Written English: Excellent — professional services standard; able to draft and edit proposal content independently
• Adobe Indesign: Preferable – for creating high quality graphics
• Document design: Strong eye for layout, typography and visual consistency; experience with brand guidelines
• Attention to detail: Meticulous — version control, compliance checklists, proofreading
• Sector experience: Professional services, consulting, engineering or government context strongly preferred
• Tender / proposals: Prior experience supporting bid or proposal processes is essential
• Communication: Confident communicator — responsive, proactive and comfortable working directly with senior staff
• Time management: Able to manage multiple deadlines and shifting priorities in a small, fast-moving team
• Microsoft Excel: Intermediate — able to format and structure program/project schedules and data tables

Desirable (not essential):

• Experience with Microsoft Project for program scheduling and template configuration
• Exposure to Australian infrastructure, construction or government procurement contexts
• Experience with SharePoint or similar document management environments
• Basic graphic design sensibility — able to source and place images appropriately
• Experience with Claude, Copilot or similar AI platforms

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 jobs that empower global start-ups to focus on growth.