Proposal Coordinator

Role purpose 

You will provide coordinated bid management and proposal production support to the Government & Infrastructure Bid Management team. You will help manage tender requirements, timelines, documentation, stakeholder input and submission activities to enable high-quality, compliant and on-time responses. You will also use approved AI and automation tools responsibly to improve speed, consistency and quality across bid coordination activities, while applying human judgement and verification before any output is used. 

Where this role fits 

This role is part of EY’s Clients and Industries Business Development’s, Deal Activations team, with a focus on the Government & Infrastructure (G&I) industry. You will work closely with Bid Management, Pursuit Strategists, Graphic Designers, Senior Partners, Client Executives, client service teams, legal, risk, finance and other contributors to support bid activity and contribute to the success of strategic and compliance-led opportunities. 

Delivery requirements 

You will be responsible for supporting the pursuit team in managing bid timelines, coordinating inputs, maintaining documentation, completing tender requirements, SBD forms, preparing proposal materials, tracking actions, supporting quality reviews and ensuring adherence to EY’s brand, governance and quality standards. You will also help maintain bid records, proposal content, CVs, credentials, case studies and submission folders so that the team can reuse trusted information more efficiently. The role requires strong time management, structured working habits, clear written and verbal communication, and confident stakeholder coordination in a deadline-driven environment. 

Core responsibilities 

• Source and monitor tenders from agreed client and procurement platforms, including public sector, state-owned entity and infrastructure-related portals, and share relevant opportunities with the appropriate stakeholders to support Go / No Go decisions. 

• Review tender documentation to identify submission requirements, mandatory documents, deadlines, clarification processes, format instructions, page limits, signatures, annexures and compliance risks. 

• Set up and maintain the bid workspace, document register, action tracker, compliance matrix, timeline and submission checklist for each active bid. 

• Coordinate inputs from engagement teams, service lines, legal, risk, finance, design, independence, quality and other contributors, ensuring responsibilities and due dates are clear. 

• Schedule and support kick-off meetings, progress check-ins, review sessions and final submission readiness discussions, capturing actions and following up with contributors. 

• Maintain version control, file naming discipline, folder structure and audit trails across all live bids. 

• Collate, complete, format and package tender and proposal documentation in line with client instructions, EY brand requirements and agreed proposal structure. 

• Standardise CVs, credentials, case studies, firm information and capability content for inclusion in proposal responses. 

• Review final documents against tender requirements, compliance checklists and proposal quality expectations before submission. 

• Check formatting, grammar, tone, pagination, cross-references, attachments, file sizes, metadata, portal upload requirements and other submission details. 

• Coordinate electronic and physical submission requirements, including portal registration, upload sequencing, dry runs, signatures, printing, binding, courier arrangements and confirmation of delivery where required. 

• Archive final submitted documents, supporting information, clarifications, compliance checklists and lessons learned in the required repository. 

• Update bid databases, trackers and records with relevant submission details and outcomes for future reporting and reuse. 

• Use EY approved AI tools, including Microsoft 365 Copilot and other EY-approved platforms where available, to support your role.

• Apply AI responsibly by checking all AI-assisted outputs for accuracy, completeness, source validity, confidentiality, client relevance and tone before use. 

• Identify opportunities to improve templates, trackers, AI prompts, reusable content, knowledge assets and bid workflows to reduce manual effort and improve bid quality. 

Required experience and skills 

• Relevant tertiary qualifications in business administration, marketing, communications, commerce, project administration, public management or a related field. 
• Experience in proposal coordination, bid administration, tender support, business development support, project coordination or professional services administration. 
• Experience working with tenders, RFPs, RFQs, RFIs, public sector procurement documents or complex client submissions will be advantageous. 
• Strong Microsoft Office capability, particularly Word, PowerPoint, Excel and Outlook. 
• Experience with Teams, SharePoint, Planner or similar collaboration tools will be advantageous. 
• Practical exposure to AI tools, automation, prompt writing, proposal technology or digital workflow tools will be advantageous. A willingness to learn and adopt AI-enabled ways of working is essential. 
• Strong written and verbal communication skills, with the ability to provide concise updates, ask clear questions and produce client-ready administrative content. 
• Excellent time management, with the ability to manage multiple priorities, work backwards from deadlines and keep bid activity moving under pressure. 
• High attention to detail and accuracy, particularly when reviewing tender requirements, submission documents and final proposal packs. 
• Strong organisational skills, with the ability to create structure through trackers, checklists, document control and disciplined follow-up. 
• Confident stakeholder and people coordination skills, including the ability to follow up professionally, escalate risks early and work across seniority levels. 
• Ability to operate in a fast-paced, deadline-driven environment while remaining calm, constructive and service oriented. 
• Self-motivated, resourceful and able to work independently while contributing effectively to a multidisciplinary bid team. 

Nice to have 

• Experience in professional services, business development, bid / proposal management management or public sector tendering. 

• APMP Foundation, project management training or equivalent bid / proposal management exposure. 

• Experience supporting Government & Infrastructure, public sector, state-owned entity, infrastructure, energy, transport or related sector bids. 

• Exposure to AI-enabled ways of working, proposal automation, workflow tools, e-procurement portals or document management platforms. 

• An interest in continuous improvement, knowledge management and the responsible use of AI to improve bid quality and team productivity. 

What we look for 

We are looking for a structured, reliable and digitally curious team player who can keep a bid team organised, informed and submission-ready. You should be proactive, calm under pressure, comfortable coordinating multiple contributors and committed to producing accurate, compliant and high-quality work. The right candidate will combine strong administration discipline with good judgement, clear communication and an appetite to use AI responsibly to improve how bid management gets done. 

Who We Are 

At EY, we support you in achieving your unique potential both personally and professionally. We give you stretching and rewarding experiences that keep you motivated, working in an atmosphere of integrity and teaming with some of the world’s most successful companies. While we encourage you to take personal responsibility for your career, we support you in your professional development in every way we can. You enjoy the flexibility to devote time to what matters to you, in your business and personal lives. At EY, you can be who you are and express your point of view, energy, and enthusiasm, wherever you are in the world. It is how you make a difference.