RFP Project Coordinator - Mid-Level - On-site

Usi Insurance; Chicago, Northern (IL, KY); Hybrid; USD 52,000 - 75,000; Full time

Benefits offered by this job

Top tier healthcare coverage

100% paid premium for disability and员工

Health and Dependent Care FSA and HSA

Company 401K contribution

Paid time off & 15+ holidays

Summer hours

Enhanced employee assistance program

Volunteer opportunities

Tuition and education reimbursement

Job summary

Usi Insurance is seeking an RFP Project Coordinator to support business development by crafting and delivering proposals, questionnaires, and prospect materials. You will manage timelines, draft and edit responses, and collaborate with internal subject matter experts to ensure timely, accurate deliverables.

The role reports to the Director of Marketing and requires strong organization, communication, and multitasking skills in a fast-paced environment. A competitive benefits package is included.

Qualifications

• Bachelor’s degree in Business, Marketing, English, Journalism, Communications, Writing, or related field.
• 2+ years of experience in an RFP role; financial services experience preferred.
• Strong written and verbal communication; present complex information clearly.
• Proficient with Microsoft Office; quick to learn new systems.
• Comfortable using AI technology responsibly while reviewing outputs.

Responsibilities

• Support the firm’s business development through RFPs, questionnaires, and prospect materials.
• Coordinate project timelines, draft and edit responses, and gather SME inputs.
• Create and format tables, charts, graphs, and exhibits for RFPs.
• Review materials for accuracy, grammar, formatting, and compliance.
• Ensure messaging aligns with brand standards and regulatory requirements.
• Respond to follow-up questions and coordinate additional information after submissions.
• Maintain and improve the internal RFP content library with owners.
• Leverage approved AI technology for drafting/edits with proper oversight.
• Participate in team projects and provide marketing/business development support.

Skills

RFP experience

Written communication

Project management

Attention to detail

Independent work

Collaboration

Microsoft Office

AI usage

Content coordination

Financial services familiarity

Education

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

Job description

The role of the RFP Project Coordinator is to support the firm's business development and marketing efforts through the development and delivery of requests for proposals (RFPs), questionnaires, and related prospect materials. The duties include managing proposal timelines, drafting and editing responses, coordinating with internal subject matter experts, creating supporting materials, maintaining proposal content, and ensuring submissions meet firm and client requirements.

The RFP Project Coordinator reports to the Director of Marketing and collaborates daily with the Marketing team and colleagues across the firm to develop accurate, timely, and high-quality deliverables. The position requires the RFP Project Coordinator to be organized, detail-oriented, a strong communicator, a collaborative team player, and capable of managing multiple projects and deadlines in a fast-paced environment.

Compensation:

The starting salary offer will vary based on the applicant’s education, experience, skills, abilities, geographic location, internal equity, and alignment with market data. This position is also eligible to participate in the annual incentive plan, which includes a target bonus of $5,000.

BENEFITS WE OFFER:

• Top tier healthcare coverage
• 100% paid premium for disability and employee life insurance coverage
• Health and Dependent Care FSA and HSA options
• Company 401K contribution
• Paid time off & 15+ holidays
• Summer hours
• Enhanced employee assistance program
• Volunteer opportunities
• Tuition and education reimbursement

Job Responsibilities

The RFP Project Coordinator will support the firm’s business development efforts through the following responsibilities:

• Coordinate the project management of RFPs, requests for information, questionnaires, marketing initiatives, and follow-up communications
• Draft, edit, and tailor standard and custom responses to clearly address prospect questions and submission requirements
• Create and format tables, charts, graphs, exhibits, and other supporting materials for RFP responses and related deliverables
• Partner with internal subject matter experts to gather and validate information used in RFP and questionnaire responses
• Review final materials for accuracy, completeness, grammar, formatting, word usage, and compliance with submission instructions
• Ensure consistency with approved messaging, brand standards, regulatory requirements, and quality-control processes
• Respond to prospect follow-up questions and coordinate additional information after submission
• Maintain and improve the internal RFP content library by organizing approved responses, identifying outdated content, and coordinating updates with content owners
• Use approved AI technology to support drafting, editing, content organization, and quality review while protecting confidential information and applying appropriate human oversight
• Participate in team and firm projects and provide additional marketing or business development support as requested

Qualifications

• Bachelor’s degree in Business, Marketing, English, Journalism, Communications, Writing, or a related field
• 2+ years of experience in an RFP role; financial services experience preferred
• Strong written and verbal communication skills, with the ability to present complex information clearly and concisely
• Strong project management, organization, and time-management skills, including the ability to manage multiple deadlines and shifting priorities
• Excellent attention to detail and commitment to accuracy, quality, and follow-through
• Ability to work independently, take ownership of assignments, and solve problems
• Responsive, flexible, and accountable when working with internal and external stakeholders
• Strong interpersonal and collaboration skills with the ability to build productive working relationships
• Proficiency in Microsoft Office and the ability to quickly learn new systems and applications
• Comfortable using AI technology responsibly while maintaining confidentiality and reviewing outputs for accuracy