Job Summary

AtkinsRalis 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.

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.

Responsibilities

- 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.
- 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.

Role Characteristics

- Complexity Operates under strict deadlines and zero-defect expectations; manages dependencies across legal, insurance, and partners.
- Decision-Making Exercises judgment on interpretation of instructions; escalates ambiguities early with recommended resolutions.
- Working With Others Liaises with subconsultant admin contacts for complete packages. Coordinates with Proposal managers for forms compliance and completion.
- Internal Contacts Proposal Managers, Legal, Risk/Insurance, Capture/BD, Technical Leads, Print/Production.
- External Contacts 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; solid communication and follow-through.
- American English grammar proficiency editing skills.

Competencies

- Client Service
- Commitment
- Communication
- Innovation Continuous Improvement
- Professionalism
- Quality
- Teamwork

Worker Type

Employee

Job Type

Regular

📌 Proposal Forms Coordinator (Bengaluru)
🏢 AtkinsRéalis
📍 Bengaluru