RFP Coordinator

Oxbridge Health•Norwalk, CT

About The Position

The RFP Coordinator at Oxbridge Health owns the RFP process from intake through quote preparation, with full accountability for speed, accuracy, and completeness. This individual is the operational engine behind every stop loss quote, managing carrier submissions, organizing quote data, and preparing clean inputs for financial modeling so underwriters and sales can move quickly and confidently. The role is ideal for a highly organized, process-driven operator who thrives on follow-up, enjoys working with data, and is comfortable leveraging AI tools to accelerate accuracy and throughput.

Requirements

2+ years of experience in RFP coordination, underwriting support, benefits operations, or insurance-related administrative roles (stop loss or self-funded experience a strong plus).
Highly organized and process-oriented, with a track record of managing multiple deadlines without dropping details.
Persistent, professional follow-up skills with carriers, brokers, and internal partners.
Comfortable working with data: organizing it, validating it, spotting errors, and preparing it for downstream use.
Hands-on experience using AI tools (ChatGPT, Claude, Copilot, or similar) to accelerate work and improve accuracy.
Strong proficiency with Excel, Word, and PowerPoint.
Excellent written and verbal communication skills.
Comfort operating in a fast-paced, evolving environment where priorities shift and process is still being built.

Nice To Haves

Familiarity with stop loss carriers.
Familiarity with CRM tools like HubSpot or Salesforce.
Familiarity with self-insured underwriting workflows.

Responsibilities

Submit RFPs to stop loss carriers accurately and on schedule, ensuring each package is complete and properly formatted to carrier specifications.
Track every submission and proactively follow up on all carrier responses, escalating delays before they impact sales timelines.
Maintain consistent communication with carrier underwriting contacts to confirm receipt, clarify questions, and secure firm quote turnaround commitments.
Compile carrier quote responses into a clean, structured, comparable format ready for underwriting and sales review.
Catch inconsistencies, missing fields, and outliers in carrier responses; loop back with carriers to resolve before passing data downstream.
Maintain a complete, organized library of carrier quote data, supporting documentation, and version history for each opportunity.
Prepare and validate inputs for financial modeling, ensuring underwriters and analysts receive accurate, decision-ready data.
Run outputs through internal pricing and quoting tools (this role operates the tools, it does not build the models).
Use AI tools to speed up data extraction, summarization, quality-checking, and routine RFP tasks wherever they add accuracy or velocity.
Maintain a single source of truth for RFP status, deadlines, and carrier response timelines across all active opportunities.
Monitor and report on key performance indicators including RFP turnaround time, clean submission rate, volume processed, error rate, and carrier response time.
Identify recurring bottlenecks and recommend process or tooling improvements to compress cycle time and reduce rework.
Partner closely with Sales, Underwriting, and Operations to keep every RFP moving from intake through quote delivery.
Coordinate with brokers, General Agents, and third-party partners to resolve data gaps and clarification requests quickly.
Serve as a reliable internal point of contact for the status, history, and details of any RFP in flight.