RFP/Proposal Specialist – Hiring Requirements

Position Summary

We are seeking an experienced and highly organized RFP/Proposal Specialist to research funding and contracting opportunities and coordinate the preparation of complete, accurate, and competitive proposals. The ideal candidate must be able to work collaboratively with leadership, subject-matter experts, finance staff, and administrative staff throughout the submission process.

Key Responsibilities

Research government, county, state, federal, nonprofit, and private-sector RFPs, RFQs, grants, and contracting opportunities.

Review each solicitation and prepare an eligibility and go/no-go assessment.

Identify all requirements, deadlines, mandatory forms, evaluation criteria, and submission instructions.

Create proposal calendars, compliance checklists, responsibility matrices, and document trackers.

Lead kickoff meetings and clearly assign responsibilities to team members.

Gather company information, program details, financial documents, licenses, certifications, resumes, references, and supporting materials.

Write, edit, and organize technical proposals, letters of interest, executive summaries, work plans, staffing plans, and organizational qualifications.

Collaborate with finance staff to prepare proposal budgets, cost narratives, and pricing documents.

Ensure every response directly addresses the RFP’s scope of work and scoring criteria.

Coordinate with leadership and subject-matter experts to obtain accurate information.

Manage online procurement portals and complete electronic submissions.

Review proposals for accuracy, clarity, consistency, formatting, and compliance before submission.

Maintain organized electronic files for submitted proposals and supporting documents.

Track questions, amendments, pre-proposal meetings, submission deadlines, awards, and follow-up activities.

Maintain reusable proposal content, templates, company profiles, resumes, capability statements, and past-performance information.

Provide regular progress updates and immediately report missing information or potential submission risks.
Required Qualifications.

At least two years of experience preparing RFP responses, grant applications, government proposals, or similar submissions.

Demonstrated experience managing a proposal from initial review through final submission.

Strong research, professional writing, editing, proofreading, and document-organization skills.

Ability to interpret complex solicitation instructions and convert them into clear action items.

Experience preparing compliance matrices, proposal schedules, work plans, and supporting documentation.

Ability to manage multiple deadlines without sacrificing quality or accuracy.

Strong communication and teamwork skills.

Ability to request information from different departments and follow up consistently.

Excellent attention to detail, particularly with required forms, signatures, attachments, page limits, and formatting.

Proficiency with Microsoft Word, Excel, PowerPoint, Adobe Acrobat, Google Workspace, and online procurement portals.

Ability to work independently while recognizing that successful RFP preparation requires collaboration across the organization.

Ability to maintain confidentiality when handling financial, organizational, employee, client, and program information.

Preferred Qualifications

Experience with healthcare, behavioral health, substance use disorder services, medical billing, compliance consulting, staffing, or community-based programs.

Familiarity with Minnesota state agencies, counties, municipalities, and healthcare-related procurement opportunities.

Experience working with ---------- , ---------- , BidNet, state procurement systems, and county procurement portals.

Experience developing government-facing capability statements and responses.

Familiarity with proposal budgets, reimbursement structures, government contracts, and grant compliance.

Experience coordinating with executives, clinicians, finance professionals, and community partners.

Knowledge of federal, state, and county contracting terminology and requirements.

Required Skills and Competencies

Proposal and grant writing
RFP compliance review
Opportunity and eligibility research
Project and deadline management
Budget coordination
Professional editing and proofreading
Document formatting and quality control
Stakeholder communication
Team coordination
Problem-solving and critical thinking
File and records management
Ability to work under pressure
Application Requirements
Applicants must submit:
A current résumé
A brief cover letter describing relevant RFP or proposal experience
One or two redacted proposal-writing samples
A list of procurement or grant portals previously used
A summary of industries or government agencies previously supported
Two professional references
Expected hourly rate or salary
Current availability and preferred work schedule

Preferred Candidate

The ideal candidate understands that developing a successful RFP response is a collaborative effort. They must be comfortable leading the proposal process, coordinating with team members to gather required information, conducting independent research, and ensuring all stakeholders remain informed of deadlines and outstanding requirements.

The candidate should not rely solely on templates or artificial intelligence tools. Instead, they must independently verify all information for accuracy and compliance against the official solicitation requirements.

Additional Requirements
Remote position
Must be available during U.S. business hours, with preference given to candidates located in the Central Time Zone.

Please send your application to:
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