Proposal Forms Coordinator - (public procurement forms/compliance)

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.