RFP Coordinator

Job Summary

The RFP Coordinator is responsible for contributing to the achievement of company sales quotas, revenue growth, client retention, and business strategy goals by being responsible for developing compelling, compliant, and strategic proposals in response to Requests for Proposals (RFPs), ensuring alignment with company capabilities and client requirements.

Major Responsibilities/Activities

• Manage the RFP/proposal process from start to finish, ensuring accuracy, clarity, and timeliness.
• Create optimal design/template for proposals and presentations, ensuring consistent branding and messaging.
• Collaborate with subject matter experts to generate specific verbiage in response to specific RFP requirements.
• Utilize brand marketing guidelines in trademarks, logos, and publications.
• Serve as a consultant, writer, editor, and project manager for RFPs and presentations.
• Form effective relationships and collaborate with others, both internally and externally, to research, acquire, and incorporate business and operational information into proposals and presentations as appropriate.
• Review information and drafts received from others for clarity, conciseness, accuracy, flow, appropriate tone, consistency, etc. to blend diverse writing styles, correct errors, eliminate inappropriate jargon, and ensure consistency in formatting.
• Work collaboratively to define problems, identify causes, initiate steps necessary for resolution and prevention of future problems; follow through with the process to completion and communicate results internally and externally as needed and in a proactive manner.
• Acquire broad understanding of EMS|MC products and services and other applicable content and information.
• Conduct all job tasks, duties, and interactions in accordance with company compliance policies and applicable government regulations.
• Consistently support and demonstrate the company mission and values.
• Assist with process improvement as it relates to RFPs and proposal management. 
• Perform other duties as assigned. 

Required Education, Skills, & Experience

• Associate’s Degree in English, Journalism, Business, Healthcare, or other related field.
• 1-2 years of experience in business writing, project management, financial services, healthcare, or other related field.
• Demonstrated ability to research and compile operational information from various sources into a cohesive format suitable for sharing with customers, government officials, and others and upon which significant business contracts are based.
• Strong verbal and written communication skills, including grammatical knowledge and accuracy, and strong presentation and facilitation skills suitable for participating in meetings with potential clients, government officials, etc.
• Reliable analytical skills with the ability to draw conclusions and connect information from various sources.
• Proficient database management skills.
• Strong sense of confidentiality regarding company and client information.
• Ability to learn, understand, and work within specific client requirements and manage multiple projects with adherence to deadlines.
• Willing and able to adapt to changes in work environment, procedures, priorities, and job duties, as needed. 
• Detail-oriented with a strong sense of accuracy and organization suitable for managing and executing multiple projects at one time in an accurate and timely manner.
• Deadline-driven with the ability to achieve goals, manage a heavy workload, manage time, and reach deadlines with minimal supervision.
• Strong work ethic and sense of teamwork, even in a fast-paced, deadline- and goal-driven environment.
• Ability to take direction from multiple sources while managing time and priorities effectively to meet business needs and deadlines.
• Proficient in Microsoft Office programs and Adobe CS7 applications.
• Proficiency in English is necessary for job-related communication, including understanding policies, writing correspondence, and engaging with colleagues or clients.
• Preferred Education, Skills, & Experience
• Bachelor’s Degree or higher in a related field.
• Prior experience/accreditation in EMS industry and/or medical billing.
• Prior experience managing multiple RFP projects at one time.
• Proficient with Sales Database (Salesforce).
• Graphic Design experience.

Working Environment

• The office environment is a controlled indoor setting with minimal exposure to adverse conditions. 
• Noise levels in the office are typically moderate and consistent with a standard office setting. 
• For employees approved to work in a hybrid or remote setting, a quiet, private workspace free from significant distractions is required to ensure productivity during work hours. 
• A reliable internet connection is required for hybrid/remote work. EMS|MC will provide necessary equipment, including a computer, monitor, keyboard, mouse and headset. 

Physical Requirements

• Sitting: frequent and prolonged periods of sitting at a desk while working on a computer. 
• Communication: frequent and prolonged periods of speaking, listening, reading, and writing. 
• Fine motor skills: frequent use of hands for typing and operating a computer mouse.  
• Movement: occasional walking and climbing of stairs; limited bending, kneeling, lifting, and carrying of office-related items.  
• Travel: must be able to occasionally work extended hours and travel to attend required company/client meetings.