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United Direct Solutions · 1 week ago

RFP & Agreement Coordinator- In Person

Cincinnati, OH, US

Full-time

Onsite

Mid Level

$60K/yr - $80K/yr

3+ years exp

United Direct Solutions is currently seeking a full time in-person RFP & Agreement Coordinator for their Cincinnati, OH location. This role is responsible for managing the end-to-end Requests for Proposals (RFP) response process, reviewing client and vendor agreements, and contributing to purchasing functions to ensure accurate and professional proposal submissions.

AdvertisingBillingDigital MarketingDirect MarketingEmail

Responsibilities

Lead and coordinate responses to Requests for Proposals (RFPs), ensuring full compliance with client specifications

Analyze proposal requirements, develop compliance checklists, and monitor progress throughout the submission cycle

Collaborate with sales, operations, finance, and subject matter experts across departments to gather content and technical input for comprehensive proposal responses

Design, edit, and format proposal documents according to established client or internal guidelines and standards

Ensure proposal deadlines are met without compromising quality, accuracy, or presentation

Track submitted proposals and maintain detailed records for future reference and performance evaluation

Review and analyze contracts and pricing agreements to ensure alignment with internal production capabilities, resource availability, and service-level expectations—proactively identifying risks or constraints that could affect cost, quality, or delivery timelines

Conduct annual contract and pricing agreement reviews, working closely with estimating, operations, and client services to recommend updates, renegotiations, or pricing adjustments

Recommend revisions related to term length, dispute resolution, termination clauses, and other key contractual provisions to protect the organization’s interests

Ensure contracts meet internal requirements for compliance, insurance coverage, and confidentiality standards, and all terms and conditions are clearly understood, documented, and communicated across relevant teams to support compliance and execution

Assist in sourcing and qualifying vendors for print & mail production, paper and packaging

Participate in external provider reviews to evaluate vendor performance

Support procurement functions by soliciting vendor quotes and comparing pricing and capabilities to ensure quality products and services

Coordinate with the purchasing team to ensure materials and services are secured in accordance with contract requirements and lead times

Serve as a backup to the estimating team, stepping in to prepare estimates during peak periods or team absences, ensuring timely and accurate proposal submissions

Collaborate with the estimating team and vendors to gather up-to-date pricing, identify cost-saving opportunities, and ensure that estimates align with current market trends

Prepare and validate estimates for print and mail jobs, using historical data, supplier quotes, and operational capacities ensuring accuracy, feasibility, and alignment with client requirements and production timelines

Help maintain and update estimating templates, pricing models, and historical job data

Assist in gathering and preparing pricing inputs specifically for RFP submissions

Provide cost modeling options for complex or multi-phase RFP responses

Additional duties and responsibilities as assigned

Qualification

Proposal coordinationContract analysisMicrosoft Office SuiteEstimating systemsPrint/mail industry knowledgeCommunication skillsOrganizational skillsProblem-solving skillsDetail-oriented

Required

High school diploma or GED

Minimum 3 years of relevant experience in proposal coordination, estimating, procurement, or related operational roles, preferably within the print and mail industry

Proficient in Microsoft Office Suite (especially Word & Excel) and Adobe Acrobat

Excellent organizational skills with the ability to manage multiple priorities under tight deadlines

Strong written and verbal communication skills; ability to work effectively across departments

Detail-oriented and self-motivated, with a focus on accuracy, consistency, and follow-through

Strong initiative and problem-solving skills

Ability to learn and apply company systems, procedures, and client expectations quickly