Proposal Specialist

Medical Mutual; Cleveland (OH); Hybrid; USD 65,000 - 90,000; Full time

Benefits offered by this job

On-site fitness center

On-site cafeteria

Employee discounts

Tuition reimbursement

Job summary

Medical Mutual is seeking a Proposal Specialist to coordinate routine to complex RFPs/RFIs, aligning with company standards and content. You will work with internal departments to assemble accurate proposals and maintain content databases, supporting sales and service teams with technical guidance.

You will participate in strategy discussions, mentor junior staff, and help ensure high-quality responses while contributing to process improvement.

Qualifications

• Bachelor's degree in English, Journalism, Marketing/Communications or related field.
• 3 years of experience as a Proposal Specialist or equivalent.
• Experience in business writing, communications, and/or RFPs.
• APMP certification is a plus.

Responsibilities

• Coordinate response and packaging of routine to complex RFP/RFIs according to requirements.
• Maintain contact lists for SME engagement and content updates.
• Secure internal approvals and guide Sales/Service teams on technical aspects.
• Contribute to standard responses database and improve processes.
• Support department standards and procedures and perform other duties as assigned.
• Mentor junior specialists and support strategy discussions with teams.

Skills

Microsoft Office

RFP management

CRM tools

Business writing

Healthcare knowledge

Education

Bachelor's degree in English/Journalism/Marketing

Tools

Word

Excel

PowerPoint

SharePoint

Teams

Adobe Pro

Kofax

Job description

Medical Mutual employees must submit their applications through MySource.

Note: This is a hybrid role requiring 3 days per week on-site in our Brooklyn, OH office. Seeking applicants that reside within a 50-mile radius of the Brooklyn, OH office.

Founded in 1934, Medical Mutual is the oldest and one of the largest health insurance companies based in Ohio. We provide peace of mind to more than 1.2 million members through our high-quality health, life, disability, dental, vision and indemnity plans. We offer fully insured and self-funded group coverage, including stop loss, as well as Medicare Advantage, Medicare Supplement, and individual plans.

Job Summary:

Under supervision of more senior staff/manager, coordinates the development, completion and submission of responses to routine to moderately complex Requests for Proposals (RFPs) and Request for Information (RFIs) for competitive bids critical to the retention of current clients, and acquisition of new clients to drive business revenue. Collaborates with internal departments to develop proposal content that is high-quality, accurate and in accordance with RFP/RFI requirements while effectively communicating the family of Company capabilities, policies, products, and services. Supports the development and maintenance of unit policies and procedures.

Responsibilities:

Proposal Specialist I

• Coordinates response and packaging of routine to moderately complex RFP/RFIs in accordance with RFP specifications/requirements and Company standards for accuracy and quality. Pre-populates RFPs with standard database content with minimal supervision. May support proposal peer reviews.
• Manages outreach and receipt of information from internal departments for assigned RFPs. Secures and documents all required internal approvals of proposal content with management support. Maintains open communication and provides appropriate guidance to Sales and Service teams regarding technical aspects of the RFP/RFI requirements based on job and company knowledge with management support.
• Contributes to the upkeep of department database of standard responses post-proposal and shares updates with team and Sr. Content Analyst.
• Manages department inbox and basic reporting.
• Supports new and/or updates to department standards and procedures.
• Performs other duties as assigned.

Proposal Specialist II

• Coordinates response and packaging of routine to complex RFP/RFIs in accordance with RFP/RFI specifications/requirements and Company standards for accuracy and quality. Assists with proposal peer reviews as needed. Pre-populates RFPs with standard database content with general supervision.
• Maintains and updates contact list for applicable subject matter expert engagement as well as any new or adjusted content needs based on new RFP/RFI questions and/or the various communications within the Company. Notifies team of relevant changes in a timely manner.
• Manages outreach and receipt of information from internal departments. Secures and documents all required internal approvals of proposal content.
• Supports and participates in strategy discussions with sales and service teams and other necessary parties that are led by the proposal leaders. Maintains open communication and provides appropriate guidance to sales and service teams regarding technical aspects of the RFP/RFI requirements based on job and company knowledge.
• Contributes to the upkeep of department processes and database of standard responses.
• Performs other duties as assigned.

Senior Proposal Specialist

• Coordinates response and packaging of typically more complex RFPs in accordance with RFP/RFI specifications/requirements and Company standards for accuracy and quality. Pre-populates RFP/RFIs with standard database content.
• Manages outreach and receipt of information from internal departments. Secures and documents all required internal approvals of proposal content. Engages SME when needed to complete new /strategic RFP questions or requests. Manages process for updates into the database and internal unit processes.
• Develops and leads strategy discussion with sales and other necessary parties regarding assigned RFP. Determines agreed on approach to completing RFP/RFI.
• Mentors more junior specialists including peer review of documents, interpretation of RFP/RFI requirements, response direction and problem resolution guidance.
• Partners with and provides appropriate guidance to Sales regarding technical aspects of RFP requirements based on advanced job-specific and company knowledge.
• Contributes to the upkeep department database of standard to varied responses including supporting and/or coordinating the development of new content/updated content based on new RFP/RFI questions and internal communications regarding changes to new products or services in conjunction with the Sr. Content Analyst.
• Initiates new and/or updates to department standards and procedures while collaborating with team to refine and implement. Maintains knowledge of industry best practices and internal news and communications to support best practices, improved processes and deep understanding of the company and industry.
• Performs other duties as assigned.

Qualifications:

Proposal Specialist I

Education and Experience:

• Bachelor's degree in English, Journalism, Marketing/Communications or related field.
• Equivalent education and experience directly related to the role may substitute for a degree.
• Experience in business writing, communications, and/or Request for Proposals (RFPs) or similar experience preferred.
• Prior experience in the healthcare industry is a plus.

Professional Certification(s):

• Association of Proposal Management Professionals (APMP) certification a plus.

Technical Skills and Knowledge:

• Intermediate to advanced Microsoft Office skills, especially Word, Excel, PowerPoint, SharePoint, Teams (other collaborative spaces), and professional PDF tools such as Adobe and Kofax..
• Basic proficiency with RFP management software and CRM tools.
• Knowledge of business writing/communication principles including grammar, spelling and sentence structure.
• Basic knowledge of health plan products and services.

Proposal Specialist II

Education and Experience:

• Bachelor's degree in English, Journalism, Marketing/Communications, or related field.
• Equivalent education and experience directly related to the role may substitute for a degree.
• 3 years of experience as a Proposal Specialist or equivalent experience in business writing, communications, and/or Request for Proposals (RFPs).
• Prior experience in the healthcare industry is a plus.

Professional Certification(s):

• Association of Proposal Management Professionals (APMP) certification a plus.

Technical Skills and Knowledge:

• Intermediate to advanced Microsoft Office skills, especially Word, Excel, PowerPoint, SharePoint, Teams (other collaborative spaces), and professional PDF tools such as Adobe Pro or Kofax.
• Intermediate proficiency with RFP management software and CRM tools.
• Strong knowledge of business writing/communication principles including grammar, spelling and sentence structure.
• Strong knowledge of health plan products and services.
• Ability to analyze an RFP, determine optimal response strategy and implement the same.

Senior Proposal Specialist

Education and Experience:

• Bachelor's degree in English, Journalism, Marketing/Communications or related field.
• Equivalent education and experience directly related to the role may substitute for a degree.
• 5 years experience as a Proposal Specialist or equivalent experience in business writing, communications, and/or Request for Proposals(RFPs).
• Prior experience in the healthcare industry is a plus.

Professional Certification(s):

• Association of Proposal Management Professionals (APMP) certification a plus.

Technical Skills and Knowledge:

• Advanced Microsoft office skills, especially Word, Excel, PowerPoint, SharePoint, Teams (other collaborative spaces), and professional PDF tools such as Adobe Pro and Kofax.
• Significant experience with RFP management software and CRM tools.
• Thorough knowledge of business writing/communication principles including grammar, spelling and sentence structure.
• Strong knowledge of health plan products and services.
• Ability to analyze an RFP, determine optimal response strategy and implement the same.

Medical Mutual is looking to grow our team! We truly value and respect the talents and abilities of all of our employees. That's why we offer an exceptional package that includes:

A Great Place to Work:

• We will provide the equipment you need for this role, including a laptop, monitors, keyboard, mouse and headset.
• Employees have access to on-site fitness centers at many locations, or a gym membership reimbursement when there is no Medical Mutual facility available. Enjoy the use of weights, cardio machines, locker rooms, classes and more.
• On-site cafeteria, serving hot breakfast and lunch, at the Brooklyn, OH headquarters.
• Discounts at many places in and around town, just for being a Medical Mutual team member.
• The opportunity to earn cash rewards for shopping with our customers.
• Business casual attire, including jeans.

Excellent Benefits and Compensation:

• Employee bonus program.
• 401(k) with company match up to 4% and an additional company contribution.
• Health Savings Account with a company matching contribution.
• Excellent medical, dental, vision, life and disability insurance — insurance is what we do best, and we make affordable coverage for our team a priority.
• Access to an Employee Assistance Program, which includes professional counseling, personal and professional coaching, self-help resources and assistance with work/life benefits.
• Company holidays and up to 16 PTO days during the first year of employment with options to carry over unused PTO time.
• After 120 days of service, parental leave for eligible employees who become parents through maternity, paternity or adoption.

An Investment in You:

• Career development programs and classes.
• Mentoring and coaching to help you advance in your career.
• Tuition reimbursement up to $5,250 per year, the IRS maximum.
• Diverse, inclusive and welcoming culture with Business Resource Groups.

About Medical Mutual:

Medical Mutual’s status as a mutual company means we are owned by our policyholders, not stockholders, so we don’t answer to Wall Street analysts or pay dividends to investors. Instead, we focus on developing products and services that allow us to better serve our customers and the communities around us.

There’s a good chance you already know many of our Medical Mutual customers. As the official insurer of everything you love, we are trusted by businesses and nonprofit organizations throughout Ohio to provide high-quality health, life, disability, dental, vision and indemnity plans. We offer fully insured and self-funded group coverage, including stop loss, as well as Medicare Advantage, Medicare Supplement and individual plans. Our plans provide peace of mind to more than 1.2 million Ohioans.

We’re not just one of the largest health insurance companies based in Ohio, we’re also the longest running. Founded in 1934, we’re proud of our rich history with the communities where we live and work.

We maintain a drug-free workplace and perform pre-employment substance abuse and nicotine testing.