Bid & Project Coordinator

SYSTRA is one of the world's leading engineering and consultancy groups specialising in public transport and sustainable mobility. With over 10,300 employees, SYSTRA's mission is to design safe and sustainable transport solutions to bring people together, develop social inclusion and facilitate access to employment, education and leisure throughout the world.

For 65 years, the Group has been working alongside cities and regions to contribute to their development by creating, improving and modernising their infrastructure and transport systems, throughout the life cycle of their projects. SYSTRA is involved from the earliest stages of design through to the testing, deployment and maintenance phases. The company provides all its services in over 80 countries worldwide and generates 74% of its turnover internationally. With its new services, SYSTRA supports its clients and partners in their digital, ecological and energy transition, in order to invent the mobility of tomorrow.

Context

The Bid & Project Coordinator, reporting to the Operations Manager VIC, will be based in Melbourne (with domestic business travel as required).

The role will provide bid & project management support to SYSTRA’s VIC Operations and national Defence Operations.

Missions/Main Duties

HEALTH, SAFETY & SECURITY

• Adhere to the Company WHS Policy (and Client WHS Requirements, where appropriate and required).
• Wear PPE where required.
• Report health and safety incidents in line with Company Policy.
• Incorporate safe work methodologies into work practices.
  
  

OPERATIONS DUTIES

• Assist the HR department with local on-boarding and exiting activities.
• Assist the ICT department with local requirements including receiving and setting up of equipment.
• Assist with organising team events.
• Participate in weekly Operations meeting.
• Participate in monthly Cash committee and support the collection of overdue payments.
• Liaise with various groups of SSL to collect inputs necessary for analysing, formatting and reporting requirements.
• Conduct monthly project and business unit performance reporting in line with the organisational reporting cycle.
• Support local and company-wide improvement initiatives.
  
  

BID MANAGEMENT SUPPORT

• Lead the preparation of small-mid size proposals, and “panel” type engagements, incl. organisation of Go/No-Go and Bid/No-Bid meetings, creation of the folder on Sharepoint, creation and follow-up of the bid planning.
• Coordination of the bid activities, organisation of progress meetings, collation of inputs from various people and SMEs, while ensuring to bring together high-quality submissions and work to very strict deadlines to get these bids across the line.
• Support the Bid Manager/Director for the preparation of bids from mid-large size proposals to strategically significant “must wins”.
• Creation of project documentation and diagrams to support project bids and tender submissions.
• Attend Client debrief/feedback sessions and update the bids and lessons learned tracker on SharePoint.
• Represent VIC at the “Bids-tender improvements taskforce” and lead the development of some actions.
  
  

PROJECT MANAGEMENT SUPPORT

• Provide project management office administration support to SYSTRA engineering and project management personnel across major projects through delivery stages.
• Assist project managers in all aspects of project delivery, e.g. development of project plans, management of requirements and action registers, document/input control, development and coordination of deliverables and presentations, output formatting/collation, progress monitoring, scheduling, cost control and reporting.
• Assist project managers during meetings (i.e. Minutes and/or facilitation support), and/or represent them by “Standing-in” without full delegation and with a focus on ensuring key messages and actions are captured and understood by project managers and SMEs.
• Assist project managers in the preparation of Project Review materials.
• Provide organisation or collation of project data and complete well-defined, routine tasks.
• Raise project control sheet documentation to facilitate the loading and management of jobs into the corporate project/time sheeting/financial management tools.
• Liaise between finance staff and project leads to facilitate the review and approval of monthly invoices for distribution along with assisting to resolve any related matters impacting invoice progress.
  
  

SECURITY CLEARANCE MANAGEMENT

• Coordinate the submission and manage the progress of Defence security clearances for SYSTRA Defence team consultants, eg. Dealing directly with the Government vetting agency or security providers as required to lodge new requests or upgrade/maintain existing clearances for SYSTRA team members.
• Act as the Security Officer for all SYSTRA Defence consultants and being responsible for maintaining and updating the Defence business’ security registers and policies under guidance
• Handling and securing of classified documents
• Conducting security briefings in meeting DISP and AGSVA security requirements
• Participating in the induction and onboarding of new Defence consultants by delivering briefings/information sessions to new starters
  
  

COMMUNICATION

• Adapt style and method of communication to changing circumstances and needs.
• Prepare and deliver professional presentations and high-quality written materials for external use with minimal editing.
  
  

PLANNING & ORGANISATION

• Ensure reports and tasks are carried out in a timely manner.
• Activities are carried out in line with the Corporate Governance principles of the business.
• Maintain up-to-date databases.
• Anticipates issues before they become problems and seeks mitigating solutions.
  
  

Profile/Skills

EDUCATION: Certificate III in Business Administration or relevant experience

EXPERIENCE: 2-3 years

Systra is an equal opportunities company; this position is open to all applicants.