Careers at AgileOne

OVERVIEW OF THE POSITION:
We are seeking a detail-oriented and organized Proposal Coordinator to support our busy RFP writing team. This role is essential to ensuring the smooth and efficient operation of the request for proposal process, from managing client registrations to tracking project progress and maintaining and supporting the maintenance our content database – current platform is Responsive. The ideal candidate will be based in the Philippines or India and will work 30 hours per week, aligning their schedule with U.S. time zones. They will be 100% fully integrated into the US-based team, attending work sessions and regularly scheduled team meetings.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Key Responsibilities

• Oversee and complete registration processes for new and existing clients, ensuring all necessary information is documented accurately and timely.
• Maintain records of client-specific requirements and portal logins for easy access and compliance with client systems.
• Manage the team Shared Mailbox, filing messages and ensuring all requests are addressed in a timely manner
• Manage the intake of new RFPs and other writing requests, logging details accurately and prioritizing according to deadlines and team capacity.
• Distribute RFPs and requests to appropriate team members and follow up on assignments to ensure smooth progress.
• Professionally communicate and provide status/updates to our internal clients such as Sales, Client Services, ETT, Legal, Accounting and Finance to ensure alignment with our internal SLAs.
• Daily update the project tracker with the status of ongoing proposals, upcoming deadlines, and completed projects.
• Communicate project milestones and completion statuses to relevant team members and stakeholders.
• Handle straightforward tasks, such as creating overviews and summaries (e.g., AppleOne Staffing overview) and retrieving common documents as requested.
• Assist team members in locating standard content and resources for fast response times on simpler requests.
• Collaborate with the writing team to ensure the content database is current and well-organized, adding new information and updating existing content as needed.
• Maintain metadata and tagging systems to improve searchability and content retrieval efficiency.
• Assist with materials collection and upload to RFP Team Portal
• Manage and update team calendar in portal
• Maintain content and materials available for download: Overviews, capabilities statements, case studies, etc.

QUALIFICATIONS:

• Technical Skills: High level proficiency in Microsoft Office/365 (Word, Excel, PowerPoint, Outlook, Teams, SharePoint), experience with project management/coordination and familiarity with content management databases.
• Organizational Skills: Exceptional organizational skills with a strong attention to detail and the ability to manage multiple tasks and deadlines effectively.
• Communication: Professional and business appropriate verbal and written communication skills, with a proactive approach to following up with team members and stakeholders. High proficiency in English.

EDUCATION REQUIREMENT:
High School Diploma required, with some college work; Preferred Associates (A.A.) two-year or bachelor’s degree (B.A.) from four-year college or university; three (3) years of industry related experience; or equivalent combination of education and experience.

JOB EXPERIENCE REQUIREMENT:

• Experience: 1-3 years in a similar administrative or coordination role, ideally within a proposal writing, marketing, or business development setting.

LANGUAGE/COMMUNICATION SKILLS (written & verbal):

• Must be fluent in English; any other language skills desirable
• Ability to read, analyse, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations
• Ability to create more advance reports using Exago will be an advantage, business correspondence, and procedural manuals.
• Ability to present information effectively and respond to questions from groups of managers, clients, customers, and the general public
• Ability to communicate with multi-level client contacts and all internal contacts in a clear and professional manner

COMPUTER/SYSTEM SKILLS REQUIREMENTS:

• Proficient in:
• Windows
• MS Word
• MS Excel
• PowerPoint
• E-mail, Outlook
• Internet
• Ability to become proficient in:
• All AgileOne and ActOne Technologies.

CERTIFICATES, LICENSES, REGISTRATION REQUIREMENTS:
None required.