Role Summary

The RFP Administrator supports the business development and scientific teams by coordinating, preparing, and managing requests for proposals (RFPs) for non-clinical research services. This role ensures accurate, timely, and compliant proposal submissions by organizing inputs from internal stakeholders, maintaining proposal documentation, and supporting pricing and contracting workflows.

Role Responsibilities

RFP & Proposal Management

Coordinate the end-to-end RFP process for non-clinical studies, including receipt, tracking, preparation, and submission
Review RFPs to identify scope requirements, timelines, deliverables, and compliance criteria
Distribute RFP components to scientific, operations, finance, and quality teams for input
Compile technical, operational, and administrative content into complete proposal packages
Ensure proposals meet client specifications, formatting requirements, and deadlines

Administrative & Documentation Support

Maintain proposal templates, boilerplate content, and standard responses
Track proposal versions, approvals, and submission status
Organize and archive completed proposals and supporting documentation

Cross-Functional Coordination

Act as a liaison between business development, scientists, study directors, and operations
Schedule internal meetings related to proposal development and pricing discussions
Follow up with stakeholders to ensure timely completion of assigned sections

Data & Process Management

Maintain RFP tracking logs and CRM updates
Assist with proposal metrics reporting (turnaround times)
Support continuous improvement of proposal processes and workflows

Role Requirements

2+ years of administrative, proposal coordination, or RFP support experience
Strong organizational skills with the ability to manage multiple deadlines
Excellent written and verbal communication skills
Proficiency in Microsoft Office (Word, Excel, PowerPoint); experience with HubSpot
Experience in a CRO, biotech, pharmaceutical, or life sciences environment (preferred)
Experience supporting scientific or technical proposals (preferred)
Basic understanding of pricing, contracts, or study scope (preferred)

Behavioral Expectations

Attention to detail and accuracy
Ability to work independently and collaboratively
Strong time management and prioritization skills
Professional discretion with confidential information
Comfort working in a fast-paced, deadline-driven environment

Special Requirements

Office-based, hybrid
Regular interaction with scientific and business teams
Periodic deadline-driven workload during high RFP volume periods
Ability to spend part of the day sitting, standing and/or walking.
Ability to work beyond the typical work schedule including but not limited to evenings,

weekends, extended shifts with short notice.

NORTHERN BIOMEDICAL RESEARCH INC dbaNorthernB

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