
Proposal Forms Coordinator
5 days ago
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
• Bachelors 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.
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