Proposal Coordinator

Independent Health Association•Buffalo, NY

11d•Hybrid

About The Position

The Proposal Coordinator prepares accurate and timely responses to requests for proposals and information (RFPs and RFIs), as well as client-oriented renewal proposals. The role develops and maintains written responses, marketing materials, and proposal templates; manages proposal schedules and deadlines; and ensures final review and submission. It collaborates with Account Management, Sales, Marketing, Communications, Finance, Leadership, Operations, and Compliance/Legal. This position coordinates the proposal process from start to finish, including gathering internal information, developing and editing content, maintaining proposal databases and CRM information, coordinating report requests and internal reviews, and compiling performance data for management. It is a hybrid position requiring onsite attendance at the Williamsville location. Immigration or work visa sponsorship will not be provided.

Requirements

High school diploma or GED.
Three years of experience in marketing, sales, product management, or comparable project management, including RFP experience.
Excellent writing and editing skills, with the ability to problem solve, communicate, and work effectively with all levels of management.
Strong organizational, time-management, and interpersonal skills, with attention to detail.
Ability to work independently and coordinate and facilitate teamwork.
Ability to manage multiple priorities in a fast-paced environment and adhere to strict deadlines in a matrixed environment.
Excellent project management skills.
Proficiency with Microsoft Office Suite, including Word and Excel, and Adobe Suite.
Ability to manage the RFP process from start to finish.
Proficiency in attention to detail, critical thinking, self-motivation, creativity, flexibility, and initiative.
Ability to demonstrate the PBD values: Trusted Advisor, Innovative, Excellence, Guardianship, Dedication, and Caring.

Nice To Haves

Bachelor’s degree in Marketing, Journalism, English Writing, or Communications.
Knowledge and understanding of healthcare, PBM, or health plans.
Experience with self-funding, employer group waiver plan prescription drug plans (EGWP-PDP), or Medicare.
Knowledge of HubSpot CRM.

Responsibilities

Coordinate written responses to RFPs and RFIs by collecting data, responses, and feedback from internal departments to support the sales strategy.
Coordinate proposal assembly with a high degree of accuracy, quality, and timeliness.
Create RFP response templates, schedule and lead kickoff meetings, establish and enforce project responsibilities and timelines, reuse prior content, develop new content, proofread and edit proposals, and manage delivery.
Coordinate required RFP/RFI reports, including formulary disruption, network comparisons, and repricing files, according to customer specifications.
Maintain proposal databases, conduct annual audits across lines of business, update statistical data periodically, and improve information retrieval and response processes.
Maintain the CRM tool to manage opportunities through the sales funnel and incorporate updates from Sales, Account Management, and Leadership.
Apply current sales and marketing strategy and relevant data to create consistent messaging.
Interpret and critique concepts and large quantities of sometimes disparate information, presenting ideas in a simplified form.
Communicate with all levels of management.
Collect, maintain, and report monthly product-specific proposal performance data for management review.
Retrieve, compile, and report accurate data to support the proposal team's strategic approach.
Coordinate internal reviews for product quotes by verifying pricing elements, data accuracy, and operational feasibility, and obtaining required sign-offs and approvals.