Pre-Qualification & Licensing Coordinator

We're AtkinsRéalis, a world class Engineering Services and Nuclear organization. We connect people, data and technology to transform the world's infrastructure and energy systems. Together, with our industry partners and clients, and our global team of consultants, designers, engineers and project managers, we can change the world. Created by the integration of long-standing organizations dating back to 1911, we are a world-leading professional services company dedicated to engineering a better future for our planet and its people. We deploy global capabilities locally to our clients and deliver unique end-to-end services across the whole life cycle of an asset including consulting, advisory & environmental services, intelligent networks & cybersecurity, design & engineering, procurement, project & construction management, operations & maintenance, decommissioning and capital. The breadth and depth of our capabilities are delivered to clients in key strategic sectors.

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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: Pre-Qualification & Licensing Coordinator

Years of experience: 4 years (U.S. vendor registration and licensing)

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

Role: Expected functions

Own U.S. pre-qualification, vendor registrations, and licensing to enable eligibility for pursuits. Manage many state/city portals and the respective clients' requirements, and corporate documentation; monitor expirations and coordinate renewals to keep AtkinsRéalis bid-ready.

Job Duties: Responsibilities

Plan and execute registrations across state procurement systems, and city/county vendor portals; maintain master tracker.

Compile corporate documents (incorporation, FEIN, W-9, insurance, certifications, safety stats) and ensure version control.

Coordinate with Legal/Risk for required attestations; support DBE/MBE/SBE certifications with partners where applicable.

Monitor expirations (licenses, certificates, portal credentials) and proactively renew; notify pursuit teams of status/constraints.

Deadline & Task Management.

Partner with Proposal Managers to provide pre-qual packages and client-specific forms well in advance of due dates.

Standardize naming conventions and storage on SharePoint; support audits, data calls, and compliance questionnaires.

Take constructive feedback and apply it to enhance the delivery.

Contribute to improvements in pre-qual playbooks, FAQs, and templates; train coordinators on systems and best practices.

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.)

High compliance and documentation rigor across multiple jurisdictions; balancing long lead times with near-term pursuit needs.

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

Works independently within policy; proposes sequencing and mitigations for complex license/registration requirements.

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

Proposal Managers, Capture/Business Development, Legal, Risk/Insurance, Finance/AP, Market Operations.

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

Government procurement/vendor helpdesks, notaries, subconsultant admins for joint registrations as required.

Minimum Requirements

EDUCATION AND EXPERIENCE

Bachelor's degree in business/administration or related field; or equivalent experience in vendor registration/licensing.

4 years' experience with U.S. public sector registrations and licensing.

SPECIAL SKILLS

Proficiency with common state/city portals; strong document control; spreadsheet tracking and reporting.

Understanding of insurance certificates and common compliance attestations; excellent communication and follow-up.

Ability to train stakeholders; strong attention to detail and deadline management across time zones.

American English grammar proficiency & editing skills.

PROFESSIONAL REGISTRATIONS

APMP/Shipley training a plus.

Competencies

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