Sr. Proposal Coordinator

Job Scope: Generally responsible for leading our strategic responses to Requests for Qualifications (RFQ) and Requests for Proposals (RFP) for the company—supporting all divisions and offices. Co-manages with the Proposal Manager the proposal activity schedules, document development, activity coordination and organization so that all proposals submitted meet the Hargrove quality standards. This work will be performed under minimal supervision.

• Requests for Qualifications (RFQ) and Certifications – Support the group maintenance of usernames and passwords for third party verification sites. Maintain library of standard qualification documents and update regularly with information from Safety, Finance, Quality, and Marketing. Coordinate with corporate legal/contracts group on Certificates of Insurance and other corporate data or legal information to support vendor compliance. Coordinate with other corporate departments as required.
  
  Complete and upload qualifications in a timely fashion or to meet specific deadlines.
  • Schedule and conduct frequent progress meetings with key RFI/RFP team contributors for timely response development.
  • As required, develop compliance checklists or matrices to track during document development and enable accountability and assignments for section content.
  • Upload/apply and edit content from internal sources into the response document. Write and/or develop content from discussions with internal SMEs and apply creative and strategic insight to suggest content. Provide and adapt-for-purpose corporate marketing material when requested.
  • Perform desktop publishing tasks, including formatting, proofreading, and visual design or presentation of information for readability.
  • Coordinate submittal or delivery of response, which may include uploading to third party sites. Print, bind, and ship response documents (or delegate the task as appropriate) when required.
  • Coordinate with various corporate groups such as:
    Finance and Accounting on rate sheets, templates, and spreadsheets at the direction of the Proposal Manager;
    Legal/Contract group at the direction of the BD Lead or Proposal Manager on review and mark up of legal documents; etc.
• Requests for Information (RFI) and Requests for Proposals (RFP) – Read, review, and break down RFI/RFP to submit timely, compliant, and responsive strategic documents to the client. Schedule kickoff meetings with lead writers/contributors, status and review meetings, and support scheduling management review meetings.
• Create response templates and maintain ownership of working drafts through final review. Review RFI questions with operations and/or Business Development (BD) and assign tasks and areas of responsibility. Review RFP with the assigned Proposal Manager, Business Development Lead, and Operations and assign tasks and areas of responsibility.
• General – Support strategic and bid/proposal related tasks, respond to internal requests, and generally administer to the group’s needs to promote efficiency in all areas mentioned above. Coordinate with marketing to support presentation requirements. Supply data to support the preparation of weekly Capture Management and Opportunity report by maintaining a schedule of current opportunities with review dates, due dates, and opportunity location.
  • Monitor Qualifications and Proposals Inbox – Download requests for Qualifications, Requests for Information, and Requests for Proposals. Create folders on the appropriate Microsoft Teams channels or servers and transfer client documents.
  • Support group maintenance and updates for the firmwide content library of previous project information, company capabilities and services, and other…