Opportunity Management & Automation Specialist

Key Responsibilities

Opportunity Management & Dissemination

Monitor multiple opportunity sources, portals, central mailboxes, inboxes, and procurement platforms daily for new opportunities, addenda, clarifications, compliance requests, and submission updates.

Manage intake, assessment, categorization, and registration of opportunities within designated tracking systems, ensuring mandatory information is captured in the register, including client, opportunity title, scope, due date, due time, state, lead recipients, project value where available, submission requirements, and status.

Disseminate opportunities and tender documentation to relevant business leaders, technical teams, pursuit stakeholders, and Key Points of Contact within agreed service levels to support timely qualification, Go/No-Go decisions, and pipeline management.

Maintain stakeholder distribution lists, keyword mapping, routing protocols, and central mailbox ownership arrangements to support targeted communication and business continuity.

Manage addenda, clarifications, specification changes, deadline extensions, and client-issued updates by promptly communicating revisions to pursuit teams and updating tracker accordingly.

Provide critical support for final submissions through Australian client portals for proposals developed independently by the technical team.

Support final submission tracking by capturing confirmation records, updating trackers to reflect submitted status, and ensuring relevant documentation is saved to the correct repository or server location.

Governance, Reporting & Business Database Quality

• Create and maintain pipeline opportunities, supporting accurate tracking of opportunities through different pursuit stages.
• Maintain data accuracy and completeness across Pipeline, ensuring client and business opportunity information is current and reliable.
• Perform regular pipeline hygiene, identifying and correcting outdated, incomplete, or inconsistent information
• Ensure opportunity records are accurate, complete, current, and aligned with agreed data quality standards.
• Monitor adherence to opportunity management procedures, governance requirements, mailbox protocols, and audit trail expectations.
• Route compliance documentation and portal maintenance requests to the appropriate support mailbox or responsible team on the same day to protect access, compliance, and client database continuity.
• Maintain data integrity across opportunity management systems (Pipeline) and support periodic reviews of process performance, risks, and improvement actions.
• Workflow Automation & Process Improvement (Optional /Good to Have)
• Design, develop, and maintain workflows to automate opportunity identification, registration, notifications, approvals, and reporting.
• Create automated dashboards, alerts, reminders, and escalation mechanisms.
• Identify manual process inefficiencies and implement automation solutions to improve productivity and compliance.
• Support continuous improvement initiatives through workflow optimization and digital transformation projects.
• Maintain workflow documentation, process maps, and technical specifications.
• Monitor post-submission communications, outcomes, feedback, and results, and circulate relevant updates to stakeholders for reporting, lessons learned, and future pursuit improvement.

Education

Bachelor’s degree in Business/Information Systems/Engineering or related discipline.

Experience

• 1-3 years of experience in Tender/Opportunity Management, Information Management, and Workflow Automation.
• Experience working with Microsoft 365 tools, including SharePoint, Teams, PowerPoint, and Excel.
• Strong communication, organizational, analytical, and problem-solving skills.
• Ability to manage multiple priorities in a fast-paced, collaborative environment.
• Experience using GenAI tools such as Microsoft Copilot, or similar AI-enabled productivity solutions to improve content development, research, knowledge management, or operational activities.
• Experience with Microsoft Power Platform solutions (Good to have)

Technical Skills

Automation Tools

SharePoint

Power BI (Optional)

Microsoft 365 ecosystem

Business process mapping and workflow design