RFP Administrator / Proposal Coordinator

Role Summary

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.