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Pitch Proposal Coordinator

Southen California, CA

Posted: 03/17/2021 Employment Type: Hire Job Number: 14136093

Job Description

POSITION DESCRIPTION summary: The Pitch & Proposal Coordinator works in close collaboration with the Pitch & Proposal Manager and Pitch & Proposal Specialist to support practice group leaders, attorneys, staff and the marketing/business development team to produce high-quality responses to RFPs/RFQs/RFIs, informal proposal requests and, interview requests and other client deliverables. The preferred candidate is eager to learn about the firm s practice areas, business development and is comfortable in a deadline-driven environment. He/she will have outstanding writing, editing, and grammar skills with the ability to be flexible and juggle competing deadlines. Essential functions and responsibilities:
  1. Assist with tasks related to producing proposals to support specific business development opportunities, as outlined below.
  2. Alert Practice Group Leaders of incoming RFPs/RFQs/RFIs; conduct conflicts and CRM checks; post document(s) on the Intranet and send internal emails (along with Pitch & Proposal Specialist).
  3. Schedule conference calls with RFP/RFQ/RFI stakeholders, lead the call to efficiently discuss the specifics of the RFP and intel, and take notes to capture information relevant to the proposal.
  4. Prepare outline for the first draft based on stated requirements, input from call and intel, and sends to lead attorney in timely manner.
  5. Identify additional information that is needed to complete the proposal draft and produce that information in a timely manner.
  6. Identify other materials, information, signatures, etc. That are required to accompany the proposal and seek them in a timely manner (along with Pitch & Proposal Specialist) i.E., forms, DBE requirements, insurance certifies, contract review, bios, etc.
  7. Track all pitches and RFP responses and report results to department leadership.
  8. Compile, maintain, and update experience data to include in pitch materials.
  9. Coordinate the final production of RFPs and pitches for client delivery including proofing for grammar and firm style, QA checks, and coordination with office support team to ensure successful printing delivery (along with Pitch & Proposal Specialist).
  10. Assist with the creation of updated templates and marketing materials as requested.
  11. Share knowledge and ideas with department leadership to improve process, proposal quality, and business development effectiveness.
  12. Work within deadlines and effectively handle stress.
  13. Establish effective working relationships, promote effective work practices, works as a team member and shows respect for co-workers.
  14. Other responsibilities as assigned.
  1. Effective interpersonal and communication skills, both verbal and written.
  2. Exercise appropriate judgment regarding sensitive confidential matters.
  3. Excellent organizational skills and attention to detail.
  4. Working knowledge of iManage and Microsoft Office Applications (Word, Excel, PowerPoint, Outlook and etc.).
  5. Work independently and thrive as part of a team.
  6. Strong editing and proofreading skills.
  7. Manage multiple projects and deadlines with the ability to collaborate with others.
  8. Produce high quality and quantity of work product, under tight deadlines.
  9. Prioritize and to redefine priorities when necessary.
  10. High internal customer service standards.
Job competencies / success factors:
  • Client service-orientation
  • Proactive problem solving and providing recommendations
  • Communication skills
  • Work ethic and teamwork
  1. Bachelor s degree or equivalent in Marketing, Communications, English, Business or similar is preferred.
  2. Two years of work experience ideally in a law firm or professional services work environment. A client service mindset and a sense of urgency in answering requests from attorneys and administrative staff.
  3. Proof reading experience is desired.
Work environment: This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, copy machines, filing cabinets and fax machines.
Normal law office environment with little exposure to excessive noise, dust, temperature and the like.

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