Proposal Coordinators’ Role in the Proposal Process

Want to create winning proposals? You’re going to have to wrangle a lot of moving parts.

You’ll need help from:

  • Product.
  • Development.
  • Marketing.
  • Finance.
  • Implementation.
  • Customer success.
  • And more.

Getting everyone to work together effectively is critical — and that’s where proposal coordinators come into play.

(Learn how RFP360 makes it easy for proposal coordinators to craft winning proposals.)

What is a proposal coordinator?

According to, “a proposal coordinator oversees the development of marketing proposals.”

They go on to explain this can include:

  • Ensuring documents are secure and up to company standards.
  • Facilitating the proposal review process.
  • Guiding production of the final draft.

What are proposal coordinators responsible for?

Proposal coordinators — like the name suggests — are responsible for coordinating proposals.

As mentioned above, creating winning proposals involves a lot of moving parts … and proposal coordinators make sure those moving parts come together successfully.

What skills should proposal coordinators have?

Proposal coordinators have a hand in every stage of the proposal creation process.

According to PayScale, they must:

  • Coordinate and maintain team documentation efforts for responses to RFPs.
  • Analyze requirements and ensure that proposals meet requirements.
  • Edit and rewrite proposals, including creating templates and boilerplate text.
  • Draft proposals and communicate across teams to get input and meet deadlines.

Because of the wide range of tasks they must complete, successful proposal coordinators are often skilled in many areas, including:

  • Marketing.
  • Sales.
  • Research.
  • Writing and editing.
  • Managing people.
  • Psychology.
  • Graphic design.

While you’re unlikely to find a candidate who is extremely skilled in every one of the categories listed above, they should understand the basics.

In most cases, the best proposal coordinators are T-shaped employees.

For those who aren’t familiar, TechTarget defines a T-shaped employee as “an individual who has deep knowledge and skills in a particular area of specialization, along with the desire and ability to make connections across disciplines.”

They go on to explain that “the horizontal bar of the T symbolizes a breadth of general knowledge,” while “the vertical stem of the T symbolizes the depth.”

Put simply: T-shaped proposal coordinators have a working understanding of a wide range of categories and specialize in at least one area.

This allows them to keep the big picture in mind when coordinating proposals, while also ensuring they have the expertise needed to maximize their impact.

What challenges do proposal coordinators face?

Proposal coordinators often feel like they’re herding cats.

They have to piece together scattered responses from multiple subject matter experts (SMEs) who have their own pressing responsibilities to attend to.

Because SMEs rarely feel the same urgency when it comes to quickly creating proposals, they often wait until the last minute to provide crucial proposal content.

Then, the proposal coordinator has to take all of that information, tailor it to the prospect’s needs, and make it look appealing … usually while facing a tight deadline.

Not exactly easy.

How to overcome these challenges

While getting SMEs to provide timely content is challenging, it’s absolutely critical.

Proposal coordinators need to leverage their expertise, and they need to have enough time left over after receiving their content to tailor the language to the prospect’s needs.

While many proposal coordinators fall victim to the hurry-up-and-wait mentality, the most successful develop a more proactive approach.

Develop a template

Proposal coordinators have to make it incredibly easy for SMEs to give them the content they need.

A great way to accomplish that is by creating templates.

Templates provide clear direction that makes it simple for SMEs to answer prospects’ questions, and they ensure SMEs provide responses in the most useful format.

Create the first draft

Another great way to simplify SMEs involvement in the proposal process is to draft answers to request for proposal (RFP) questions and ask SMEs to review.

True, this first draft will likely contain incorrect information. After all, proposal coordinators don’t have the same expertise SMEs have.

But as long as SMEs have the opportunity to review the content before it’s published in the final proposal, they’ll iron out the details without issue.

And they’ll most likely be thrilled to do it. Because instead of trying to create compelling content from scratch, they only have to correct a few errors and provide clarification.

Reuse past proposal content

Reusing past proposal content is probably the most important component of getting winning proposal content from SMEs.

In many organizations, proposal coordinators ask the same questions over and over with each RFP.

Then the SME, having answered these questions before, gets frustrated and avoids answering because they feel it won’t do any good.

Beverly Blakely Jones, National Geographic Learning |Cengage supervisor, experienced this problem first-hand.

“It all came to a head as managers kept getting kickback,” she said. “The product SMEs and marketing team were tired of answering the same questions over and over. They knew there had to be an easier way to manage our RFP responses. Finally, we started looking for a solution.”

Fortunately, they discovered RFP360 — the only RFP management solution designed to simplify the RFP process for both issuers and responders.

Using their newfound technology, they’re now able to organize, store, search, and reuse past proposal content.

Proposal coordinators can quickly and easily find the answers they need, and SMEs don’t have to worry about responding to the same questions over and over again.

“We have the security of knowing our knowledge is safe and consistent,” Beverly said. “We don’t have to worry that we’ll lose any SME expertise if someone quits or takes a vacation. We’re not spending hours hunting down previous answers and trying to figure out who is doing what. All the questions and answers are right there in RFP360.”

Learn how RFP360 makes it easy for proposal coordinators to craft winning proposals.

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Proposal Coordinator role in proposal process

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