Pre-Qualification and Licensing Coordinator

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 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

• Bachelors 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.