RFP Coordinator

About the Role

The Request for Proposal (RFP) Coordinator manages the preparation and submission of the company’s proposals for meal services to California schools. This role supports business growth by developing clear, compelling, and complete proposals that communicate the company’s strengths and address each school’s requirements.

Job Summary

The RFP Coordinator oversees proposal timelines, coordinates input from internal departments, and gathers, writes, edits, and customizes proposal content. This position organizes supporting documentation, tracks submission requirements, schedules draft reviews with senior management, and coordinates related activities, including tastings and travel. The coordinator ensures all proposals meet company standards and are accurate, complete, and submitted on time.

Responsibilities

• Manage the RFP process from initial review through final submission, ensuring all requirements and deadlines are met.

• Review each RFP carefully to identify its unique requirements, evaluation criteria, submission instructions, and required supporting documents.

• Establish proposal timelines, including deadlines for contributor input, draft preparation, senior management review, and final submission.

• Use spreadsheets and other tools to track proposal requirements, deadlines, supporting materials, and completion status.

• Collaborate with senior management to develop proposal strategies that clearly and persuasively communicate the company’s strengths.

• Research issuing organizations and customize proposal content to address their needs and priorities.

• Gather and organize information for school meal service proposals, checking materials for completeness, accuracy, and consistency.

• Coordinate with internal contributors to collect responses, resolve information gaps, and obtain supporting documentation.

• Write, edit, format, and proofread proposal documents in accordance with RFP instructions and company standards.

• Communicate with external organizations regarding proposal clarifications, submission requirements, and event schedules.

• Coordinate proposal-related activities, including tastings and travel for events in Southern and Northern California.

• Maintain organized proposal records and ensure final submissions are complete, accurate, and delivered on time.

Skills

• Strong organizational and time management skills, with close attention to detail.

• Clear, persuasive writing and strong editing and proofreading abilities.

• Ability to interpret detailed instructions and tailor content to specific proposal requirements.

• Ability to coordinate internal and external contributors and follow up effectively.

• Sound judgment in identifying missing information, resolving inconsistencies, and escalating issues.

• Ability to maintain accurate records and manage multiple priorities under tight deadlines.

Minimum Qualifications

• Demonstrated experience coordinating complex, time-sensitive RFPs or proposals; experience in school nutrition or meal services is preferred.

• Experience managing multiple projects and deadlines simultaneously.

• Proficiency in Microsoft Office, including Word, Excel, and PowerPoint.

• Excellent written and verbal communication skills.