Proposal Coordinator

Independent Health; United States; Hybrid; USD 33,000 - 39,000; Full time

Job summary

Independent Health is seeking a Proposal Coordinator to prepare accurate responses to RFPs and RFIs and renewals. You will collaborate with Account Management, Sales, Marketing, Finance and Compliance to ensure timely submissions.

The role requires strong writing, organizational skills, and experience with healthcare or PBM. This hybrid position is based at our Williamsville, NY location and offers competitive compensation and benefits.

Qualifications

• High school diploma or GED required.
• Bachelor’s degree in Marketing, Journalism, English Writing or Communications preferred.
• Three years of experience in marketing, sales, product management, or comparable project management with RFP experience.
• Excellent writing and editing skills with the ability to problem solve and communicate with all levels of management.
• Knowledge of healthcare, PBM, or health plans strongly preferred.
• Experience with self-funding, EGWP-PDP or Medicare a plus.
• Strong organizational, time management and interpersonal skills with attention to detail.
• Ability to work independently and coordinate in a team environment with multiple priorities.
• Excellent project management skills and proficiency in Microsoft Office Suite.

Responsibilities

• Coordinate the process to respond to RFP/RFIs in written form to support sales strategy.
• Assemble proposals with high accuracy, quality, and timeliness.
• Create RFP response templates, lead kick-off meetings, and manage content from past RFPs.
• Manage pricing-related data and ensure timely delivery of proposals.
• Maintain multiple proposal databases and CRM data to support reporting and audits.
• Support strategy by interpreting data and ensuring consistent messaging across documents.
• Communicate with all levels of management and report on proposal performance.

Skills

Excellent writing

Project management

Communication across levels

Time management

Teamwork in fast-paced env

Education

High school diploma or GED

Bachelor’s degree in Marketing/Journalism/English Writing/Communications

Tools

Microsoft Office Suite

Adobe Suite

HubSpot CRM

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.

Hiring Compensation Range

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.

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.

Equal Opportunity / AAP

As an Equal Opportunity /Affirmative Action Employer, IndependentHealth and its affiliates will not discriminate in its employment practices due to an applicant’s race, color, creed, religion, sex (including pregnancy, childbirth or related medical conditions), sexual orientation, gender identity or expression, transgender status, age, national origin, marital status, citizenship and immigration status, physical and mental disability, criminal record, genetic information, predisposition or carrier status, status with respect to receiving public assistance, domestic violence victim status, a disabled, special, recently separated, active duty wartime, campaign badge, Armed Forces service medal veteran, or any other characteristics protected under applicable law.

About Independent Health

The Independent Health Family of Companies, headquartered in Buffalo, NY, serves nearly 400,000 members and provides innovative health care products and benefits designed to engage consumers in their health and well‑being. Established in 1980, our comprehensive portfolio includes Pharmacy Benefit Dimensions, Reliance Rx, Nova Healthcare Administrators, Care for You and the Independent Health Foundation.

Culture

Our culture sets us apart. Our core values drive who we are and the work we do. As a member of our family, you’re part of something special, in your work and in the community. We understand and appreciate that everyone has unique experiences, perspectives and identities which is why we pledge to create a safe space where all people and ideas are welcomed. We are here to continue learning and to generate important dialog. We are committed to doing what matters most - reaching out, working together, and caring for our community. A healthy community benefits everyone who lives in it. You too can be part of making difference in the lives of others, together we achieve so much more.

Accommodations

We are committed to providing reasonable accommodations for qualified individuals with disabilities and disabled veterans. An applicant for employment in need of an accommodation to participate in the application and recruitment process should contact Human Resources at: [e-mail] or Human Resources, 511 Farber Lakes Drive, Williamsville, NY 14221.

Please note, we do not accept unsolicited resumes. We do not accept resumes from headhunters, placement agencies, or other suppliers that have not signed a formal agreement with us.