Tender Coordinator

We are a fast-growing infrastructure and trade services company based in New Zealand, operating across plumbing, drainage, civil and infrastructure maintenance. We are seeking a highly organised and detail-oriented Tender & Compliance Coordinator to support our continued expansion into commercial, council and government contracting.

This is a long-term full-time remote role responsible for coordinating tender submissions, maintaining compliance systems and supporting business prequalification requirements across multiple divisions.

You will work closely with company leadership, operations and administration teams to ensure tenders are professionally prepared, submitted on time and all compliance documentation remains current and organised.

Key Responsibilities

Daily responsibilities will include:

• Monitoring GETS, councils and tender platforms for new opportunities
• Assisting with preparation and submission of tender documents
• Organising pricing schedules, supporting documents and submission files
• Maintaining tender registers and submission tracking systems
• Coordinating prequalification requirements including Totika, SiteWise and health & safety documentation
• Maintaining company policies, insurances, licences and compliance records
• Organising contractor agreements, certifications and supplier documentation
• Preparing capability statements and company profiles
• Assisting with formatting and presentation of professional tender responses
• Communicating with suppliers, subcontractors and internal staff to gather required information
• Tracking tender deadlines and ensuring submissions are completed on time
• Maintaining organised digital filing systems for all tender and compliance documentation
• Supporting health & safety administration and compliance reporting
• Assisting with client onboarding and contractor prequalification processes
• Preparing weekly tender and compliance progress summaries for management

Required Skills & Experience

Applicants must have:

• Excellent written English communication
• Strong attention to detail and organisation
• Ability to manage deadlines and multiple projects simultaneously
• Strong document formatting and administration skills
• Ability to work independently and follow structured systems
• Professional communication skills
• Stable internet connection and professional home office setup

Preferred Experience

Ideal candidates will also have experience with:

• GETS tender submissions
• Construction, civil, plumbing or infrastructure industries
• Totika, SiteWise or contractor prequalification systems
• Tender administration and compliance coordination
• Microsoft Office and Google Workspace
• Fergus or Simpro Job Management Software
• Health & Safety administration and contractor compliance
• Formatting professional proposals and submission documents

KPIs & Performance Expectations

Performance will be measured on:

• Accuracy and quality of tender submissions
• On-time submission performance
• Organisation of compliance documentation
• Tender opportunity tracking and reporting
• Reduction in missing or expired compliance documents
• Overall administration efficiency and responsiveness

Work Schedule

• Full time (40 hours per week)
• Must be available during New Zealand business hours
• Daily communication with management and operations teams
• Weekly tender and compliance review meetings

What We Offer

• Long-term stable role with a rapidly growing company
• Opportunity to work closely with leadership and major growth initiatives
• Exposure to large-scale council and infrastructure projects
• Structured systems and workflows
• Performance bonuses available for strong performance
• Opportunity to grow into a senior tender management role as the company expands nationally

How to Apply

Please include the following in your application:

• A short introduction about yourself
• Details of any tender or compliance experience
• Experience working with construction, infrastructure or service companies
• Any experience with GETS, Totika or SiteWise systems
• Examples of tender or compliance work completed (if available)
• Your internet speed and equipment setup
• Availability during New Zealand business hours

Shortlisted applicants will be asked to complete a short tender and document coordination skills test.