Sr. Proposal Coordinator

About the role

Generally responsible for leading our strategic responses to Requests for Qualifications (RFQ) and Requests for Proposals (RFP) for the company—supporting all divisions and offices. Co-manages with the Proposal Manager the proposal activity schedules, document development, activity coordination and organization so that all proposals submitted meet the Hargrove quality standards. This work will be performed under minimal supervision. Hargrove fosters a culture built on trust, personal integrity, and a “team mentality,” where each person’s contributions are valued on a project and company-wide level, and safety and well‑being are prioritized.

Responsibilities

• Maintain 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 (