RFP/Proposal Assistant (entry-level)

Title: RFP/Proposal Assistant
Department: RFP Team/Sales
Status: Full-Time (entry-level)

Scope/Impact 

Under direct supervision, the RFP Proposal Assistant function is responsible for providing clerical and administrative support to the RFP team in preparing, assembling, transmitting and maintaining Requests for Proposal as part of the business development process. 

Effective performance of all duties and responsibilities of the position will assure accurate and timely completion of required tasks and compliance with required timelines.

Essential Functions

  • Read and review RFP/Proposals
  • Create an RFP checklist specific to RFP/Proposal as assigned
  • Assist in completion of all required forms associated with the RFP/Proposal
  • Acquire signatures or notarization from appropriate parties for required forms
  • Assist in completing/developing appropriate language and/or questionnaire responses
  • Finalize RFP/Proposals for submission as directed by RFP including formatting, adding/creating headers, page numbers and table of contents
  • Print all required hard copies for submission
  • Print tabs and labels if required for RFP/Proposal
  • Bind hard copies for submission when required
  • Produce required electronic copies for submission via online portal, e-mail, CD or USB
  • Ship finished responses and track delivery
  • Create and update content within RFP Library
  • Provide additional support as necessary or required for the RFP/Proposal Team 

Other Functions

  • Completes any additional assignments as requested by the executive/management team members

Minimum Requirements

Education & Experience

  • Bachelor’s Degree or equivalent work experience in English, Marketing, Business Writing, Communications
  • One-year experience in Office/Administrative Environment
  • Prior experience with sales support proposal writing or grant writing and experience in the health insurance or employee benefits field a plus

Skills/Knowledge/Competencies

  • Must be proficient in MS Word, Excel, Adobe
  • Familiarity with SharePoint a plus
  • Strong reading,comprehension and writing skills:

- Able to read, analyze, and respond appropriately to direct questions (questionnaires) and/or narrative proposal requirements

- Able to organize a written response as per specific RFP directions or, if not stated, in a logical format for a reader to follow;

- Able to synthesize technical content into easy to understand, reader-friendly content

  • Solid oral and written communication skills with ability to convey one’s message with diplomacy and tact
  • Exceptional customer service/team mentality and an eagerness to proactively pitch in and help where needed
  • Proven ability to effectively interact, present information, and respond to questions from brokers, colleagues and management
  • Proven ability to effectively manage multiple priorities utilizing effective organizational and time management practices
  • Self-starter with the ability to work independently in a fast-paced environment with critical deadlines
  • Ability to interact with all levels of management and team members
  • Exceptional attention to detail
  • Working knowledge of alternative support systems used within P&A Group

Working Conditions

Fast paced work environment; flexibility to work schedules as required due to changing business demands.  Occasional overtime is required.  The work environment is moderately sedentary and typical of general office conditions with regard to standing, sitting, walking and lifting; no adverse conditions.  An equal opportunity employer and a smoke, drug and alcohol-free workplace.

Other

    Completes any additional assignments and projects as requested by management.  

    This job description is designed to cover a general list of responsibilities and expectations for this role and does not contain a complete listing of activities, duties or responsibilities that are required for the role.  Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time with or without advance notice. EOE