Proposal Forms Coordinator - (public procurement forms/compliance) Anlage Infotech

3.0 - 5.0 years

6 - 10 Lacs

bengaluru

Work from Office

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.

Posted 17 hours ago

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