Proposal Coordinator

Independent Health Association; Buffalo (NY); Hybrid; USD 33,000 - 39,000; Full time

Benefits offered by this job

Scorecard incentive

Full benefits

Generous paid time off

Job summary

Independent Health Association in Williamsville, NY seeks a Proposal Coordinator to prepare and respond to RFPs and RFIs, while supporting renewal proposals. You will collaborate with Account Management, Sales, Marketing, and Compliance, managing proposal schedules, templates, and content development to ensure timely submissions.

The role requires experience in marketing or project coordination with RFPs, strong writing skills, and knowledge of healthcare plans.

Qualifications

• High school diploma or GED required; Bachelor's degree preferred.
• Three (3) years of experience in marketing, sales, product management, or comparable project management with RFP experience.
• Excellent writing and editing skills with ability to solve problems and communicate with all levels of management.
• Healthcare knowledge (PBM/health plans) preferred; EGWP-PDP or Medicare exposure a plus.
• Strong organizational, time management and interpersonal skills; ability to work independently.
• Ability to coordinate in a teamwork environment and manage multiple priorities in a fast-paced setting.
• Proficiency in MS Office; HubSpot CRM a plus; manage RFP process end-to-end against deadlines.
• Attention to detail, critical thinking, initiative, and alignment with PBD values.

Responsibilities

• Coordinate the process to respond to RFP/RFIs with data, responses, and internal feedback.
• Create RFP response templates, schedule kick-off meetings, assign responsibilities and deadlines; repurpose content from past responses; develop new content and proofread outgoing proposals.
• Coordinate all required RFP/RFI report requests and pricing files as per customer specs.
• Maintain multiple proposal databases and annual audit processes; update statistical data and streamline retrieval/response processes.
• Maintain CRM to manage opportunities through the sales funnel and update stakeholders.
• Understand sales/marketing strategy and unify messaging with a consistent voice.
• Interpret and present complex information in a concise form to all management levels.
• Collect and report monthly on product-specific proposal performance data for management.
• Coordinate internal review processes for quoting products, verify pricing, data veracity, and approvals.

Skills

RFP process coordination

Project management

Writing and editing

MS Office

HubSpot CRM

Communication

Time management

Attention to detail

Team collaboration

Education

High school diploma or GED

Bachelor's degree in Marketing, Journalism, English Writing or Communications (preferred)

Tools

Microsoft Word

Excel

Adobe Suite

Job description

FIND YOUR FUTURE

We're excited about the potential people bring to our organization. You can grow your career here while enjoying first-class perks, benefits and a culture that fosters growth, innovation and collaboration.

Overview

The Proposal Coordinator will prepare accurate and timely responses to requests for proposals and information (RFPs and RFIs) and current client-oriented renewal proposals. This will include developing and maintaining written responses, managing and maintaining marketing materials, maintaining proposal templates, managing proposal schedules and deadlines, as well as ensuring final review and submissions. This position will collaborate daily with Account Management, Sales, Marketing, Communications, Finance, and Leadership as well as other stakeholders like Operations and Compliance/Legal.

Qualifications

• High school diploma or GED required. Bachelor's degree in Marketing, Journalism, English Writing or Communications preferred.
• Three (3) years of experience in marketing, sales, product management, or comparable project management experience required to include RFP experience.
• Excellent writing and editing skills with the ability to problem solve, communicate and deal effectively with all levels of management.
• Knowledge and understanding of healthcare, PBM, or health plans strongly preferred. Experience with self-funding, employer group waiver plan prescription drug plans (EGWP-PDP) or Medicare a plus.
• Exemplary organizational, time management and interpersonal skills with attention to detail a must. Ability to work independently.
• Ability to coordinate and facilitate in a teamwork atmosphere and manage multiple priorities in a fast-paced environment. Excellent project management skills required.
• Proficient in computer applications including Microsoft Office Suite: Word, Excel, Adobe Suite required. Knowledge of HubSpot CRM a plus.
• Ability to manage the RFP process from start to finish while adhering to strict deadlines in a matrixed environment.
• Exhibit proficiency in attention to detail, critical thinking, self-motivation, creativity, flexibility, and initiative.
• Proven examples of displaying the PBD values: Trusted Advisor, Innovative, Excellence, Guardianship, Dedication and Caring.

Essential Accountabilities

• Coordinate the process to respond to RFP/RFIs in written form to achieve the best sales strategy through the collection of data, responses, and feedback from internal departments. Coordinate the assembly of the proposal with a high degree of accuracy, quality, and timeliness.
• Create RFP response templates, schedule and lead kick-off meetings, establish and enforce project responsibilities and timelines, repurpose content from past RFP responses, develop new content, proofread and edit outgoing proposals, and manage the delivery process.
• Coordinate all required RFP/RFI report requests such as formulary disruption, network comparisons and repricing files as per customer specifications.
• On-going maintenance of the multiple proposal databases including completion of the annual audit process for all lines of business, periodic updates of statistical data, and designing and streamlining the retrieval and response process.
• Maintain CRM tool to manage opportunities through the sales funnel and updates from Sales, Account Management, and Leadership.
• Understand current sales and marketing strategy and read, interpret, and utilize data to support that strategy while unifying messaging through a consistent voice.
• Understand, interpret and critique concepts and large quantities of sometimes disparate information to present ideas in their simplest form. Communicate with all levels of management.
• Collect, maintain and report monthly on product specific proposal performance data for management review. Retrieve, compile and report appropriate and accurate data to fulfill the strategic approach of the proposal team.
• Coordinate internal review processes required for quoting products requested by verifying quoted pricing elements, data veracity, and operational feasibility after obtaining appropriate sign offs and approvals.

This is a hybrid position with onsite attendance required at our Williamsville location.

Immigration or work visa sponsorship will not be provided for this position.

Hiring Compensation Range: $24.00 - $28.00 hourly

Compensation may vary based on factors including but not limited to skills, education, location and experience.

In addition to base compensation, associates may be eligible for a scorecard incentive, full range of benefits and generous paid time off. The base salary range is subject to change and may be modified in the future.

As an Equal Opportunity / Aff for additional EEO/AAP or Reasonable Accommodation information.

Current Associates must apply internally via the Job Hub.