Proposal Coordinator

Position Summary/Objective

The Proposal Coordinator is responsible for the organization of the proposal documentation process. This position is responsible for reviewing RFx’s and requirements, collaborating with various teams to gather necessary response information, manage timelines, ensure compliance with client requirements and oversee the creation, revision and submission of proposals. This position is also responsible for developing proposal content and managing the RFP response libraries.

• Provide project coordination with sales team and support resources, schedule meetings, manage timelines, and assign tasks to include:
  • Review Request for Proposals (RFPs, RFQs, RFIs, etc.) and any applicable attachments. Determine RFP response format and documentation based on the client’s requirements/response structure and evaluation criteria.
  • Schedule meetings and collaborate with sales and sales management, service management, finance, administration, and consultants to prepare proposal responses.
  • Contact sales leadership, service leadership, finance, legal and other SMEs, as needed, to review vendor requirements as specified in the RFP and provide approval or exception.
  • Proofread all aspects of proposal content and supporting marketing content for accuracy.
  • Prepare final proposal response based on RFP requirements (i.e. electronic, hard copy, portal).
• Respond to RFP support inbox requests.
• Provide strategies on aligning RFP content and graphics with the buyer’s journey and implementing them into the various solutions.
• Develop, modify, and maintain the RFP library content with subject matter experts to enhance proposal responses and manage frequency of the content updates to ensure accuracy.
• Develop, modify, and maintain the RFP Q&A response library with subject matter experts for consistency in proposal responses.
• Schedule and lead monthly meetings to review recent RFP library updates and project efficiencies within the team.
• Schedule monthly meetings with other teams to present their processes with the proposal coordinator team.
• Gather employee information and update technical qualifications by solution in SharePoint and conduct semi-annual review.
• Review and maintain the Sales Collateral library content with subject matter experts and Vye (outsourced marketing team) to ensure accuracy.
• Create print device location maps in Visio.
• Assist in providing content for RFP PPT presentations.
• Assist in providing RFP workflow training for new sales hires and acquisition sales team as requested.
• Review proposal coordinator and sales training documentation and provide suggestions to manager.
• Assist in creating process standards to continually improve and streamline the proposal process.
• Provide assistance with administrative project requests.
• Accurately maintain documentation and comply with administrative procedures on a timely basis to include time entry.
• Attend required company and departmental meetings.
• Act in accordance with Marco policies and procedures as set forth in the Employee Handbook.
• Perform other related duties as assigned.

An associate degree and two years of relevant experience; or equivalent combination of education and experience.

• Proficiency with business collaboration tools such as MS Office applications including Word, Excel, and Outlook.
• Strong writing skills and verbal communication.
• Excellent project coordination skills, with the ability to prioritize tasks, work within a defined timeline, and operate with changing priorities.
• Excellent customer service skills with both internal and external clients.
• Ability to effectively collaborate with multiple team members in a fast-paced environment.
• Strong proofreading skills and demonstrates attention to detail.
• Self-starter with the ability to exercise independent judgement.