Proposal Specialist

    • Houston, TX

Internal candidates, please visit Intranet > Career Opportunities for the application process

As a member of the Sales and Marketing Team, the Proposal Specialist owns the development and completion of RFP, RFI, and related documents. The RFP response process includes setting timelines, initial compilation of RFP responses using an online knowledge database, coordination with various stakeholders, and preparation and shipment of final documents. The Proposal Specialist works closely with sales, client services, IT, product development, legal, and other teams and utilizes their knowledge of our technology and services, standards, pricing, and implementation processes to complete these documents. The Proposal Specialist is also responsible for maintaining the knowledge database and other department resources.


The Proposal Specialist must be able to thoroughly review RFIs/RFPs and analyze customer requirements in order to develop successful proposal responses. As the primary writer and response coordinator, you will manage the proposal process, assign roles and responsibilities, set the project timeline, and collaborate with the assembled team to develop and write a concise, compelling, and appropriate response that is consistent with corporate brand messaging. You will be responsible for the entire proposal response, from initial review of RFI/RFP to release of the final deliverable to the Customer.  You will also be responsible for in-person meeting support within our Houston office, fulfilling materials and ensuring meeting logistics are met for prospective client site visits.

To fulfill this role, the Proposal Specialist will:

  • Review assigned RFP/RFI documents to organize, make writing assignments and manage to a timely completion
  • Ensure all submissions are completed on time and are in accordance with customer guidelines and specifications
  • Participate in meetings to review assignments and project plan timeline
  • Compile, edit and format responses
  • Develop business relationships among internal associates to ensure effective management of proposal generation
  • Track status and history of RFP activity
  • Proactively engage with other members of the Sales team to manage RFP responses
  • Flag & review new content from RFP responses and add to knowledge database
  • Provide RFP process and content training to new hires and refresh training as needed to others that may use the system
  • Assist with maintenance of proposal templates
  • Participate with sales management to create and update evolving messaging relating to Empyrean’s core value proposition on a client-by-client basis
  • Own and maintain an online database of past RFP/RFI responses to ensure the database is current and relevant
  • Maintain accuracy of grammar, spelling, and punctuation, and format text, pictures, graphics, etc. for aesthetics, quality, and adherence to RFP specifications
  • Provide final submission to sales rep or directly to customer (electronic and hard copy/shipping as needed)
  • Provide sales meeting support including administrative functions such as meeting room preparation, client visit coordination, meeting materials review and printing
  • Contribute to the overall success and efficiency of the sales team


  • Strong writing, editing, quantitative, and verbal communication skills
  • Excellent project management and organizational skills with the ability to work under pressure
  • Demonstrated ability to manage multiple and competing priorities
  • Demonstrated ability to work independently and within a team to meet deadlines
  • Strong attention to detail and high quality performance, yet open and flexible to others’ ideas and suggestions
  • Ability to prepare materials with a high degree of accuracy
  • Proficiency with Microsoft Office products, such as Word, Excel, and PowerPoint
  • Bachelor's degree in Business, Marketing, Communications, English, Journalism or a related discipline preferred
  • 3-5 years of proposal management experience within technology company preferred but not required
  • Experience in health benefits administration or health insurance field, with specific RFP or sales experience preferred
  • Self-starter with excellent organizational and time management skills

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