RFP Coordinator

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.

Qualifications

• 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.
• Bonus: familiarity with stop loss carriers, CRM tools like HubSpot or Salesforce, or self-insured underwriting workflows.