RFP Coordinator
at Heartland Alliance

Date Posted: 7/13/2020

Job Description

This position is responsible for day-to-day sales and account activities, including but not limited to finding and responding to RFP’s, winning new telephonic, video, and on-site accounts, contacting leads, implementing large accounts, and account management for Cross Cultural Interpreting Services. Individual accountabilities and work volume will be established through the development of annual Success Objectives, within the framework outlined below.

Essential Duties and Responsibilities:

  • Actively searches for business opportunities through RFP’s and other bidding opportunities for language services.

  • Register as a vendor in local, state, federal, and other private industry bidding systems to receive notifications for bids and proposals.

  • Prepares responses to RFP’s and other solicitations, coordinates with other team members to obtain information necessary for proposals and ensure RFP requirements can be met. Submits final responses to RFP’s.

  • Maintains and enhance with approval the RFP database.

  • Oversees implementation on awarded RFP’s and other large accounts through coordination with Program Manager and other Program Coordinators.

  • Actively prospects hospitals, medical centers, schools, legal firms, social service agencies and other organizations with language service needs.

  • Sends out contracts and works with other team members on contracting processes.

  • Regularly conducts follow ups with new accounts and provides ongoing support.

  • Generates and contacts leads; updates leads database and Salesforce.

  • Produces reports on sales, prospecting, and RFP activity.

  • Maintains consistent communication with CCIS accounts.

  • Responds to web or phone inquiries.

  • Prepares and conducts account visits and reviews.

  • Analyzes reports on client usage volumes and complaints to identify accounts needing attention.

  • Participates in planning and monitoring of sales and marketing strategy and coordinates strategy with Program Manager.

  • Communicates professionally and effectively with CCIS clients through verbal and written communication with a high level of customer service.

  • Participates in weekly team meetings and other meetings as assigned.

  • Participates in an after-hours on-call rotation schedule.

  • Adheres to professional standards as outlined by governmental bodies, private funding sources, organizational plans/policies and program guidelines.Participates in periodic evaluative reviews and/or in-house and external staff training to ensure that he/she understands and continues to adhere to such standards.Initiates requests for assistance or guidance from Supervisor to address new issues or complex concepts affecting adherence to professional standards.

  • Assist with special projects as needed.

  • Ability to work out of multiple HAH locations and travel to account visits.

  • Other duties may be assigned.

Qualifications:  To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

  • Education and/or Experience:  High school diploma or equivalent and three years of related experience in account management (lead or pipeline management required), or equivalent combination of education and experience.
  • Licenses and Transportation:  Position may require an employee use of their personal vehicle during work hours.  
  • Other Qualifications:  Experience searching for and completing RFP’s.
  • Other Qualifications:  Demonstrated high degree of computer proficiency, including demonstrate skills in MS Office such as Word, Outlook, Excel, and database software (Prefer SalesForce or similar CRM software). A familiarity with or understanding of language-based (translation and interpretation) industry-specific terminology may be required.
  • Language Skills:  Ability to write reports, correspondence, and instructions.  Ability to effectively present information and respond to questions from staff, managers, participants, vendors, and the general public.
  • Mathematical Skills:  Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
  • Reasoning Ability:  Ability to apply common-sense understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations.
  • Travel: Ability to make account visits throughout Chicago and the suburbs (15-25% account visits).

Cultural Attributes: To perform the job successfully, an individual should demonstrate the following attributes.

  • Accountability – Be responsive, responsible, resourceful, principled, and a problem-solver

  • Leaderful – Take initiative, communicate effectively, delegate based on skills and interests, possess strategic thinking and acting; develop staff, foster teamwork

  • A Bias Toward Action - Advocate for services and policies that support healthier lives for the populations’; be decisive and take action when a problem arises, communicating with those impacted; be proactive, innovative, and consistently work to improve operations and outcomes, carrying out formal continuous improvement initiatives

  • Valuing our colleagues – Be respectful and responsive; appreciative and supportive; provide input, initiative and recognition of colleagues

Competencies:  To perform the job successfully, an individual should demonstrate the following competencies.

  • Excellent customer service, verbal and written communication skills.

  • Highly proficient computer skills.

  • Strong organizational skills.

  • Ability to work with diverse populations.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • The noise level in the work environment is usually moderate.

  • The employee may be required to remain on Organization premises during breaks and/or meal periods and may be required to stay on Organization premises until their replacement arrives.

  • Program sites are located throughout the Chicago area and the Midwest.

    Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • This position requires the ability to sit, stand and perform precise or skilled physical activities (e.g. typing or operating a computer).
  • This position requires the ability to generate audible communication (e.g., conversing on a telephone or participating in a meeting) in a manner that should be readily recognized and understood by the audience.
  • This position requires the ability to successfully engage in non-technical work activities (e.g. read mail, file documents).
  • This position requires the ability to successfully identify and understand audible and visual communications.
  • This position requires the employee to frequently sit and stand; use hands to handle; reach with hands and arms; walk.

  • The employee must occasionally lift and/or more than 75 pounds.

Heartland Alliance makes all hiring and employment decisions, and operates all programs, services, and functions without regard to race, receipt of an order of protection, creed, color, age, gender, gender identity, marital or parental status, religion, ancestry, national origin, amnesty, physical or mental disability, protected veterans status, genetic information, sexual orientation, immigrant status, political affiliation or belief, use of FMLA, VESSA, military, and family military rights, ex-offender status (depending on the offense and position to be filled), unfavorable military discharge, membership in an organization whose primary purpose is the protection of civil rights or improvement of living conditions and human relations, height, weight, or HIV infection, in accord with the organization's AIDS Policy Statement of September 1987.

Job Snapshot

  • Employee Type: Full-Time
  • Location: Chicago, IL
  • Job Type: Other
  • Experience: Not Specified
  • Date Posted: 7/13/2020

About Us

It’s more than a job, it’s a purpose.


Heartland Alliance—the leading anti-poverty organization in the Midwest— believes that all of us deserve the opportunity to improve our lives. Each year, we help ensure this opportunity for nearly one million people around the world who are homeless, living in poverty, or seeking safety. Our multicultural staff are passionate about our mission and make Heartland Alliance a dynamic and exciting place to develop your career.


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