Proposal Coordinator

Marco Technologies • Saint Cloud, MN

1d

About The Position

The Proposal Coordinator is responsible for organizing the proposal
documentation process. This position manages RFx reviews, gathers information
from cross-functional teams, ensures compliance, and oversees proposal creation,
revision, and submission. It also develops proposal content, maintains RFP
libraries, and supports renewals and new deals through case management, client
data collection, and accurate quoting in Salesforce, Sherpa, and CPLC.

Requirements

• An associate degree and two years of relevant experience; or equivalent combination of education and experience.
• Proficiency with business collaboration tools, including Microsoft Office Suite (Word, Excel, Outlook), CRM systems, and company-specific programs.
• Excellent verbal and written communication skills with both internal and external clients.
• Strong project coordination and organizational skills, with the ability to prioritize tasks, maintain accurate records, and adapt to changing priorities in a fast-paced, competitive environment.
• Natural aptitude for outcome-based reasoning and goal-driven decision-making.
• Strong customer service orientation and the ability to build effective, professional relationships with diverse stakeholders.
• Proven ability to work collaboratively with multiple team members while also operating independently and exercising sound judgment.
• Demonstrated attention to detail and strong proofreading skills to ensure accuracy and quality.
• Self-starter with the ability to plan and implement strategies with limited supervision.
• Desire to help others achieve sales success, anticipate their needs, and take initiative to ensure positive outcomes.

Responsibilities

• Provide project coordination with the sales team and support resources, including scheduling meetings, managing timelines, and assigning tasks.
• Review RFPs (RFPs, RFQs, RFIs, etc.) and applicable attachments; determine the appropriate response format based on client requirements, structure, and evaluation criteria.
• Collaborate with sales, service, finance, administration, legal, and SMEs to prepare proposal responses, review vendor requirements, and secure approvals or exceptions.
• Proofread proposal and marketing content for accuracy and prepare final submissions in required formats (electronic, hard copy, or portal).
• Respond to RFP support inbox requests and advise on aligning content and graphics with the buyer’s journey.
• Develop, update, and maintain the RFP content library and Q&A library with SMEs to enhance proposal quality, ensure consistency, and manage update frequency.
• Review and maintain Sales Collateral library content with SMEs and the external marketing team to ensure accuracy.
• Gather employee information and update technical qualifications by solution in SharePoint; conduct semi-annual reviews.
• Create print device location maps in Visio.
• Contribute content for RFP PowerPoint presentations.
• Deliver or assist with RFP workflow training for new sales hires and acquisition teams.
• Review proposal coordinator and sales training materials; provide suggestions to management.
• Assist in developing process standards to improve and streamline proposal procedures.
• Lead or participate in meetings to review RFP library updates, process improvements, and cross-team process sharing.
• Provide administrative project support as requested.
• Maintain accurate documentation and comply with administrative procedures, including timely time entry.
• Enter renewal and proposal data into Sherpa and CPLC.
• Support reps with quoting tools and discount templates.
• Monitor Salesforce cases and assist with documentation.
• Prepare outreach materials and follow up on renewal timelines.
• Organize client device data, usage history, and pricing information.
• Develop knowledge of company products and services, Marco sales processes, markets, trends, competitors, and clients to maximize efficiency and effectiveness.
• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 501-1,000 employees