RFP & Agreement Coordinator- Direct Mail & Digital Print

The RFP & Agreement Coordinator is a cross-functional role responsible for managing the end-to-end Requests for

Proposals (RFP) response process for print and mail services, pricing analysis, reviewing client and vendor agreements

and project coordination. This position will also contribute to purchasing functions and serve as a backup to the estimating

team. This role ensures accurate, timely, and professional proposal submissions that support business development efforts

and contract management.

Request for Proposals (RFPs)

• 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.

Contracts & Agreements

• 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.

Purchasing

• 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.

Estimating

• 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.

This job has no supervisory responsibilities.

EDUCATION and/or EXPERIENCE

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.

• Strong understanding of RFP coordination, proposal development, and contract structure.

• Familiarity with contract law fundamentals (preferred, not required).

• 4–6 years of experience in print/mail production, estimating, contracts, project management or purchasing.

• Experience with estimating systems or ERP tools in a print/mail environment.

• Strong knowledge of print and mail industry practices and USPS mailing requirements.

Proficiency in the English language is required.

The employee must have the ability to read, analyze, and interpret

business documents, technical procedures, and contracts.

They must also be able to write clear and professional reports,

proposals, and business correspondence.

Effective verbal communication skills are essential for collaborating with

internal teams, vendors, and clients.

The ability to present information and respond to questions clearly and concisely is critical.

The position requires the ability to perform basic mathematical calculations, including addition, subtraction,

multiplication, and division, to ensure accuracy in pricing, cost estimation, and budgeting. The employee must be

comfortable analyzing data, interpreting financial reports, and working with formulas in spreadsheets to develop cost

estimates, compare pricing models, and ensure proposals meet financial requirements.

While performing the duties of this position, the employee is regularly required to sit, use hands to handle objects, type,

and operate a computer. The employee must occasionally stand, walk, bend, and reach with hands and arms. The

employee may occasionally lift and/or move items up to 20 pounds. Reasonable accommodations may be made to enable

individuals with disabilities to perform the essential functions.

This position operates in a fast-paced, deadline-driven office environment, where occasional extended hours may be

required to meet proposal submission deadlines. The role routinely uses standard office equipment such as computers,

phones, photocopiers, and filing systems. Periodic collaboration with cross-functional teams may occur in person or via

virtual meetings. The noise level is generally quiet, and the setting is climate controlled.