Proposal Coordinator-Administrator

Job Description Proposal Coordinator-Administrator About Us Arcadis is the world's leading company in sustainable design, engineering, and consultancy for natural and built assets. With over 36,000 professionals in 70+ countries, we are united in improving quality of life and solving the world's most complex challenges. Location/s: Based in our Citywest, Dublin office. Role description The Project Proposal Coordinator-Administrator provides end-to-end proposal management and coordination support for a design consultancy delivering complex life sciences, pharmaceutical, biotechnology, laboratory, cleanroom, and regulated facility projects. The role supports the full proposal lifecycle from receipt of RFP/RFQ through opportunity creation, bid planning, discipline coordination, RFI management, governance approvals, proposal production, submission, and post-submission opportunity updates. The role combines strong proposal coordination, document production, commercial administration, ERP opportunity management, project setup support, meeting coordination, and stakeholder management. It is a key interface between Project Managers, Discipline Managers, Operations, Finance, Project Controls, Document Control and Business Development to ensure proposals are compliant, complete, professionally presented and delivered on time. Reporting lines The Proposal Coordinator-Administrator reports directly to the Dublin Operations Director / Engineering Management Team. Key Responsibilities Lead the administrative and coordination process for new RFPs/RFQs, including creation of the opportunity number, setup of proposal working folders, uploading client information, establishing deliverables lists and preparing RFI registers. Review client RFP documentation at the outset to identify submission requirements, key dates, required forms, commercial deliverables, clarification deadlines, client templates, portal requirements and compliance obligations. Coordinate proposal kick-off meetings with Project Managers and Discipline Managers, issue meeting invites with relevant links, and clearly communicate RFP review requirements, RFI deadlines, deliverables dates and team input expectations. Maintain the proposal action tracker, deliverables list and RFI register throughout the bid period, ensuring actions are assigned, deadlines are visible and outstanding inputs are followed up in advance of submission milestones. Prepare and manage proposal templates, organisation charts, CV appendices, project sheets, capability statements, schedules, assumptions, exclusions, compliance matrices and supporting appendices. Coordinate input from Process, CSA, HVAC, E&I, Automation, Piping, EHS, Sustainability, CQV, Regulatory Compliance, Document Control and other discipline leads as required for life sciences design consultancy proposals. Support preparation of client presentations, interview materials and proposal clarification responses, including formatting, slide tidying, agenda support and collation of technical input. Complete or pre-populate Go/No-Go, complexity, project setup and project control forms using information available from the RFP and proposal, then issue to the Project Manager for review, completion and approval. Support opportunity and project number setup by collecting required details including client name, opportunity name, phase, business director, pursuit lead, project manager, dates, revenue, probability, margin, complexity and GEC assumptions. Coordinate approvals with the appropriate internal approvers and Finance, ensuring supporting forms and documents are attached and retained in the correct project or operations folders. Maintain ERP opportunity records, run opportunity reports, request Project Manager updates and support regular reporting for Dublin Operations, PM/DM meetings and wider business unit reporting. Manage final proposal production, including formatting, consistency checks, PDF creation, appendix merging, file naming, email or portal submission support, and hard-copy preparation where required. Maintain proposal templates, CV libraries, photographs, project references, standard wording, submission examples and shared operations folders to support efficient future proposal development. Provide general project administration support including meeting scheduling, minutes, action tracking, confidential file maintenance, vendor confidentiality documentation, tender documentation control and ad hoc operational support. The role will work closely with Operations leadership, Project Managers, Discipline Managers, Project Controls, Finance, Document Control, Business Development, Regulatory Compliance, Sustainability, EHS, CQV and the wider technical delivery team. The role will also interface with clients, vendors, partner organisations and portal administrators as required during proposal and project setup activities. Required: Working hours: 40 hours, Monday to Friday. Typical working pattern: Monday to Thursday 08:30-17:30 and Friday 08:30-16:00, subject to business requirements and local arrangements. Employer supports hybrid working: minimum 3 days office per week. Why Arcadis? At Arcadis, we empower everyone to be their best because your contribution matters. Shape your career, deliver sustainable solutions, and leave a lasting legacy. Our Commitment to Equality, Diversity, and Inclusion We're dedicated to creating a workplace where everyone thrives. Through six ED&I workstreams-Age, Disability, Faith, Gender, LGBT+, and Race-we foster innovation by embracing diverse perspectives. Join Arcadis. Create a Legacy.