Administration Coordinator

ABOUT WILSON:

As one of the largest providers of security services in Australia and New Zealand, our valued employees are supported by a highly experienced management team, industry-leading expertise and a strong local and national infrastructure operating 24 hours a day.

Our vision is to be the most trusted provider of integrated Security Solutions, and our purpose is to build a safer future for everyone. Wilson Security operates in a wide range of sectors and is committed to shaping the future of security by offering innovative and sustainable solutions that create enduring value for our people, customers, and the communities we operate in.

Wilson Security’s journey towards a more sustainable and responsible future is brought to life through our core values of Care, Innovation, Accountability, and Integrity, as well as the principles of ESG excellence.

ABOUT THE ROLE:

• Competitive salary
• Essendon Fields, VIC, working location
• Monday-Friday
• Full-time permanent position

Joining the National Customer Team, this role supports the creation of tailored tender and proposal responses across our physical, mobile and electronic security services. The Administration Coordinator reviews documentation for Go/No Go decisions, coordinates stakeholder input, and manages tight submission deadlines. You’ll also maintain and enhance our content library, ensuring polished, accurate and up-to-date materials.

DUTIES & RESPONSIBILITIES:

Bid & Proposal Coordination

• Manage initial tender, proposal and EOI invitations, including document collection and AI-generated opportunity summaries.
• Support National Bid Managers with coordinating response documents in line with the Company Bid Process.
• Coordinate input from project sponsors, SMEs and business unit managers, including bid plans, review meetings and workflow tracking.
• Ensure stakeholders understand their tasks, milestones and deadlines for compliant submissions.
• Maintain strict adherence to timelines with 100% compliance.

Bid, Proposal & Sales Document Development

• Prepare clear, accurate and professional content for submissions, using AI tools or drafting new material as required.
• Develop written and visual materials aligned to the company’s growth strategy (e.g., letters, presentations, capability statements).
• Ensure accuracy, compliance and high-quality presentation across all documents.
• Maintain and refine document templates to ensure content is succinct and aligned to win themes.
• Support management of tender tools, including content libraries, archiving, templates and process guides.
• Suggest improvements to content, processes and overall bid procedures.

WHO WE ARE LOOKING FOR:

Knowledge, Skills & Experience

• Excellent written and verbal communication skills.
• Experience coordinating and producing professional or sales-focused documentation.
• Strong computer literacy, especially across Microsoft Office.
• Experience working within project-based teams (desirable).
• Strong time management skills with the ability to prioritise effectively.
• Demonstrated initiative and sound business judgement.
• Solid commercial understanding.
• Ability to build relationships at all levels of the organisation.
• High-level administrative and organisational skills with strong attention to detail.
• Proficiency with online tools or AI for creating high-quality, client-ready content and presentations (highly regarded).

Wilson Security is an employer of choice, engaging with our people both online and in person. We offer comprehensive Training and Development, Employee Benefits like a Wellbeing Hub, Health Insurance discounts, and Employee Assistance Programs.

Our Innovation Council and Corporate Social Responsibility team connect with our communities through fundraising, sponsorship, and team building. In 2021, we were recognised by the Australian Security Industry Association as the Outstanding Security Guarding Company.

We are committed to building a workforce that reflects the diversity of the communities we protect, with a focus on supporting Aboriginal and Torres Strait Islander peoples. Our inclusive culture celebrates innovation and teamwork, highlighted by our monthly STRIVE awards.

Master Licence (85518521S)