Proposal Forms Coordinator

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AtkinsRéalis Ireland is seeking a Proposal Coordinator to join our busy team. The ideal candidate will have bid preparation experience, and a background in the engineering / construction sector while not essential would be an advantage.

The role is suited to a commercially aware multitasker who can organise and prioritise assigned bids. An excellent communicator, they will coordinate inputs from a wide variety of stakeholders for all aspects of proposal preparation, ensuring quality and compelling bids are submitted in a timely manner.

The Proposal Coordinator will engage with Directors, Bid and Project Managers, our Proposal and Marketing Team, and colleagues in other countries. Various teams will provide technical expertise, project knowledge and background to support you to prepare and secure winning bids.

We're looking for that special combination of skills and experience that make for a good Proposal Coordinator. We need the planner & project manager, communicator, analyst, and completer finisher with an eye for detail. Being creative and diverse in our thinking is part of what gives us the competitive edge, and you will be at the heart of delivering new value propositions for our growing client base.

Key ingredients of the role & Specific skills required:

Ensuring that the bid is run in accordance with bid best practice and the win work capture plan and pursuit toolkit, and in compliance with the Service Delivery Process.

Job title: Proposal Forms Coordinator

Years of experience: 3 – 4 years (public procurement forms/compliance)

Reports To (title): Proposal Managers (USA) and Win Work Team Lead (India)

Role: Expected functions

Lead all solicitation forms, attestations, certificates that are part of solicitations, client portal for proposal submissions. Maintain a forms matrix, coordinate signatures, ensure insurance/COI and legal reviews are complete, and deliver first-time-right compliant packages across U.S. portals.

Job Duties: Responsibilities

Create and maintain the compliance/forms matrix; perform line-by-line checks of RFP/RFQ instructions and model contracts.

Coordinate signatures, notarizations, and corporate information; route legal and insurance/COI reviews per SOP.

Complete and validate forms (Affidavits, Certifications, Addenda, Conflict/Disclosure, DBE/MBE, etc.) including subconsultants.

Manage portal submissions (e.g., OpenGov, Bonfire, PlanetBids, DemandStar) including uploads, naming, and envelope locks.

Track P# creation and other internal references; ensure cover letters, tabs, and labels meet specifications.

Maintain audit-ready records; archive final forms and confirmations in the proposal library as part of closeout.

Support compliance spot-checks during Pink/Red/Gold reviews; document IQR outcomes and remediate findings.

Take constructive feedback and apply it to enhance the delivery.

Deadline & Task Management.

Scope of the job role: Level of work and its importance to the organization

COMPLEXITY (Variety or uniqueness of tasks; relative difficulty or importance of work performed; size of unit supported, etc.)

Operates under strict deadlines and zero-defect expectations; manages dependencies across legal, insurance, and partners.

DECISION-MAKING (Supervision received; independent judgment or initiative; consequence of error)

Exercises judgment on interpretation of instructions; escalates ambiguities early with recommended resolutions.

WORKING WITH OTHERS (Titles and number of personnel; type of direction given)

Liaises with subconsultant admin contacts for complete packages. Coordinates with Proposal managers for forms compliance and completion.

INTERNAL CONTACTS (Required interaction/relationship with others within the organization)

Proposal Managers, Legal, Risk/Insurance, Capture/BD, Technical Leads, Print/Production.

EXTERNAL CONTACTS (Required interaction/relationship with others outside the organization)

Client procurement officers (for portal clarifications), notaries, subconsultant administrators.

Minimum Requirements

EDUCATION AND EXPERIENCE

Bachelor's degree or equivalent experience in business/communications;

3–4 years handling public procurement forms.

SPECIAL SKILLS

Expertise in forms management, checklists, and portal submissions; strong Word/PDF skills (bookmarks, fillable forms).

Familiarity with model contracts, insurance requirements, and COI certificates.

Meticulous attention to detail; ability to work across time zones; strong communication and follow-through.

American English grammar proficiency & editing skills.

COMPETENCIES

Client Service, Commitment, Communication, Innovation & Continuous Improvement, Professionalism, Quality, Teamwork.