RFP Administrator / Proposal Coordinator

RFP Administrator

The RFP Administrator supports the business development and scientific teams by coordinating, preparing, and managing requests for proposals (RFPs) for non-clinical research services. This role ensures accurate, timely, and compliant proposal submissions by organizing inputs from internal stakeholders, maintaining proposal documentation, and supporting pricing and contracting workflows. This position is required to be onsite. This position will sit at the front desk approximately 50% of the time.

Role Responsibilities

RFP & Proposal Management

• Coordinate the end-to-end RFP process for non-clinical studies, including receipt, tracking, preparation, and submission
• Review RFPs to identify scope requirements, timelines, deliverables, and compliance criteria
• Distribute RFP components to scientific, operations, finance, and quality teams for input
• Compile technical, operational, and administrative content into complete proposal packages
• Ensure proposals meet client specifications, formatting requirements, and deadlines

Administrative & Documentation Support

• Maintain proposal templates, boilerplate content, and standard responses
• Track proposal versions, approvals, and submission status
• Organize and archive completed proposals and supporting documentation

Cross-Functional Coordination

• Act as a liaison between business development, scientists, study directors, and operations
• Schedule internal meetings related to proposal development and pricing discussions
• Follow up with stakeholders to ensure timely completion of assigned sections

Data & Process Management

• Maintain RFP tracking logs and CRM updates
• Assist with proposal metrics reporting (turnaround times)
• Support continuous improvement of proposal processes and workflows

Role Requirements

2+ years of administrative, proposal coordination, or RFP support experience

Strong organizational skills with the ability to manage multiple deadlines

Excellent written and verbal communication skills

Proficiency in Microsoft Office (Word, Excel, PowerPoint); experience with HubSpot

Experience in a CRO, biotech, pharmaceutical, or life sciences environment (preferred)

Experience supporting scientific or technical proposals (preferred)

Basic understanding of pricing, contracts, or study scope (preferred)

Behavioral Expectations

Attention to detail and accuracy

Ability to work independently and collaboratively

Strong time management and prioritization skills

Professional discretion with confidential information

Comfort working in a fast-paced, deadline-driven environment

Special Requirements

Office-based

Regular interaction with scientific and business teams

Periodic deadline-driven workload during high RFP volume periods

Ability to spend part of the day sitting, standing and/or walking.

Ability to work beyond the typical work schedule including but not limited to evenings, weekends, extended shifts with short notice.