Sr. Proposal Coordinator

Responsibilities

• Lead strategic responses to Requests for Qualifications (RFQ) and Requests for Proposals (RFP) for the company, supporting all divisions and offices.
• Co-manage with the Proposal Manager proposal activity schedules, document development, activity coordination, and organization to ensure proposals meet Hargrove quality standards.
• Perform work under minimal supervision.
• Support group maintenance of usernames and passwords for third‑party verification sites.
• Maintain library of standard qualification documents and update regularly with information from Safety, Finance, Quality, and Marketing.
• Coordinate with corporate legal/contracts group on Certificates of Insurance and other corporate data or legal information to support vendor compliance.
• Coordinate with other corporate departments as required.
• Complete and upload qualifications in a timely fashion or to meet specific deadlines.
• Read, review, and break down RFI/RFP to submit timely, compliant, and responsive strategic documents to the client.
• Schedule kickoff meetings with lead writers/contributors, status and review meetings, and support scheduling management review meetings.
• Create response templates and maintain ownership of working drafts through final review.
• Review RFI questions with operations and/or Business Development (BD) and assign tasks and areas of responsibility.
• Review RFP with the assigned Proposal Manager, Business Development Lead, and Operations and assign tasks and areas of responsibility.
• Schedule and conduct frequent progress meetings with key RFI/RFP team contributors for timely response development.
• Develop compliance checklists or matrices to track during document development and enable accountability and assignments for section content.
• Upload, apply, and edit content from internal sources into the response document.
• Write and/or develop content from discussions with internal SMEs and apply creative and strategic insight to suggest content.
• Provide and adapt‑for‑purpose corporate marketing material when requested.
• Perform desktop publishing tasks, including formatting, proofreading, and visual design or presentation of information for readability.
• Coordinate submittal or delivery of response, which may include uploading to third‑party sites.
• Print, bind, and ship response documents (or delegate the task as appropriate) when required.
• Coordinate