RFP & Agreement Coordinator
Job description
About the role
The RFP & Agreement Coordinator serves as a central hub for managing the full lifecycle of Requests for Proposals within the print and mail environment. This position is responsible for owning the end-to-end process of crafting accurate, competitive, and compliant responses to client inquiries. The role requires a high level of ownership over proposal content, pricing alignment, and contractual obligations to ensure smooth execution. You will act as a primary liaison between sales, operations, finance, and vendors to synthesize complex requirements into clear documentation. Success in this role is defined by the ability to deliver professional submissions that win business while protecting the company's interests. You will also provide critical backup capacity for the estimating team during peak demand or absences. Ultimately, this position ensures that every proposal submitted reflects the operational reality and strategic goals of the organization.
Key facts
What you'll do
Coordinate and lead the development of comprehensive Responses for Proposals in alignment with client specifications and internal capabilities.
Analyze detailed request requirements and construct compliance checklists to track every component of the submission process.
Synthesize information from sales, operations, finance, and technical experts to build cohesive and accurate proposal narratives.
Design, edit, and format proposal documents following established brand, client, and regulatory standards.
Champion strict adherence to proposal deadlines while maintaining a high standard of accuracy and presentation.
Maintain organized records of all submitted materials for performance analysis, auditing, and future opportunity mapping.
Review and interpret contracts and pricing structures to confirm they match internal production capacity and service level agreements.
Conduct annual evaluations of existing contracts and pricing arrangements in partnership with estimating, operations, and client services.
Recommend strategic modifications to contractual terms regarding duration, termination, liability, and resolution processes.
Verify that all agreements satisfy internal compliance standards for insurance, confidentiality, and legal requirements.
Support procurement activities by identifying and qualifying vendors for paper, packaging, and production services.
Evaluate external provider performance through structured reviews to inform future sourcing decisions.
Assist in soliciting competitive vendor quotes and perform comparative analysis on price, capability, and reliability.
Collaborate with the estimating team to prepare and validate cost models for print and mail projects using historical and market data.
Update estimating tools, templates, and job history to improve forecasting accuracy and operational efficiency.
Requirements
Possess a High school diploma or GED as a minimum educational credential.
Hold a minimum of 3 years of relevant experience in proposal coordination, estimating, procurement, or closely related operational roles.
Demonstrate proven experience within the print and mail industry is required for success in this position.
Show advanced proficiency in Microsoft Office Suite, with a strong focus on Word and Excel for documentation and analysis.
Exhibit expert-level skills in Adobe Acrobat for reviewing, editing, and managing PDF-based documents.
Display excellent organizational abilities to manage multiple complex projects under strict time constraints.
Maintain strong written and verbal communication skills to interact effectively with internal teams and external partners.
Be detail-oriented, self-motivated, and committed to accuracy, consistency, and timely follow-through on all assignments.
Demonstrate strong initiative and robust problem-solving skills when navigating ambiguous requirements or constraints.
Possess the ability to quickly learn and apply company systems, internal procedures, and diverse client expectations.
Have the legal right to work in the United States and meet all employment eligibility requirements.
Be available to work the standard shift schedule as defined in company policy.
Be willing to sign necessary employment documents as required by human resources policies.
Nice to have
Bring a strong understanding of RFP coordination, proposal development methodologies, and contract structure to the role.
Show familiarity with fundamental principles of contract law to better assess legal and operational risk.
Possess 4-6 years of cumulative experience in print/mail production, estimating, contracts, project management, or purchasing.
Have hands-on experience with estimating systems or ERP tools commonly used in a print/mail environment.
Show a strong knowledge of print and mail industry best practices and United States Postal Service mailing requirements.
Practical notes
This position operates on a standard shift from Monday through Friday, 8am to 5pm.
There are no travel requirements specified for this role.
No visa sponsorship information is provided in the source material.
Deadlines for application submission are not specified in the provided source.