Senior Project Coordinator, Proposals

Role Description

As a Proposal Coordinator, you will own the end-to-end proposal process from intake through submission, ensuring proposals are delivered on time, compliant, and client-ready. You will coordinate closely with subject matter experts and leadership to manage timelines, track dependencies, and assemble high-quality proposal materials using approved templates and standards. This role plays a critical part in driving operational excellence, consistency, and transparency across the proposal lifecycle.

• Own the proposal workflow from intake through final submission, excluding content writing
• Manage proposal timelines, milestones, and dependencies to ensure on-time, complete delivery
• Coordinate with subject matter experts and leadership to collect inputs and drive progress
• Assemble and finalize proposal materials using approved templates, language, and formatting standards
• Review proposals for accuracy, consistency, branding, and compliance with RFP requirements
• Manage submission logistics and confirm successful delivery
• Maintain accurate proposal tracking, status updates, and documentation in CRM and internal systems
• Manage the proposals intake inbox and support consistent use of tracking tools
• Provide formatting and proofreading support for related marketing and research deliverables as needed
• Assist with cross-functional project coordination, including scheduling, task tracking, and follow-up

Qualifications

• 5 to 7 years of proven experience coordinating proposals, RFPs, RFIs preferably in a professional services, consulting, healthcare, insurance, or B2B environment
• Demonstrated ability to own proposal workflows end-to-end, from intake through submission, excluding content writing
• Strong project management skills with the ability to establish timelines, manage milestones, track dependencies, and drive progress across multiple active proposals
• Exceptional attention to detail, with experience producing clean, polished, client-ready documents
• Ability to verify and ensure compliance with RFP requirements, including structure, formatting, page limits, and submission instructions
• Experience coordinating with subject matter experts, leaders, and cross-functional stakeholders
• Strong organizational skills and the ability to manage multiple concurrent priorities in a fast-paced, deadline-driven environment
• Excellent written and verbal communication skills, including professional and persistent follow-up
• Proficiency with Microsoft Office (Word, PowerPoint, Excel)
• Familiarity with SharePoint or similar document management systems
• Experience maintaining proposal status, timelines, and documentation in CRM systems, trackers, or shared repositories
• Experience using Salesforce or a comparable CRM system to track opportunities, manage workflows, and maintain accurate status updates

Preferred Qualifications

• Experience in proposal operations, proposal management, or pursuit management roles
• Experience managing or monitoring a proposal or RFP intake inbox
• Exposure to maintaining proposal templates, approved language libraries, and shared resources
• Experience supporting broader project coordination efforts beyond proposals
• Background working in regulated or highly structured environments where accuracy and compliance are critical

Compensation

The national average annual salary for this role is $95,000 – $110,000 in base pay and exclusive of any bonuses or benefits. The base pay offered will be determined based on your experience, skills, training, certifications and education, while also considering internal equity and market data.

Benefits

• Generous Paid Time off
• Managed PTO for salaried/exempt employees (personal time off without accruals or caps); 22 PTO days starting out for hourly/non-exempt employees; 12 company-observed paid holidays; 4 early close days
• Generous leave time options: Paid parental leave, pregnancy disability and bonding leave, and organ donor/bone marrow donor leave
• Generous employee referral bonus program of $1,500 per hired referral
• Quarterly employee recognition program for demonstrating EPIC’s values plus additional employee recognition awards and programs (and trips!)
• Employee Resource Groups: Women’s Coalition, EPIC Veterans Group
• Professional growth & development: Mentorship Program, Tuition Reimbursement Program, Leadership Development
• Unique benefits such as Pet Insurance, Cancer Insurance, Identity Theft & Fraud Protection Coverage, Legal Planning, Family Planning, and Menopause & Midlife Support
• Additional benefits include (but are not limited to): 401(k) matching, medical insurance, dental insurance, vision insurance, and wellness & employee assistance programs
• 50/50 Work Culture: EPIC fosters a 50/50 culture between producers and the rest of the business, supporting collaboration, teamwork, and an inclusive work environment
• EPIC Gives Back – Some of our charitable efforts include Donation Connection, Employee Assistance Fund, and People First Foundation
• We’re in the top 10 of property/casualty agencies according to “Insurance Journal”