RFP & Agreement Coordinator- In Person chez United Direct Solutions

United Direct Solutions is currently seeking a full time in-person RFP & Agreement Coordinator for our Cincinnati, OH location.

This is an in-person position and the schedule would be Monday- Friday 8:00AM- 5:00PM

United Direct Solutions has facilities in Louisville, KY and Cincinnati, OH , employs hundreds of individual workers and their hard work does not go unappreciated or unrewarded. Here are just a few benefits you will find as an employee:

• Competitive Pay
• Clean and Climate Controlled Facility
• Health, Dental and Vision Insurance; Life Insurance; 401(K)
• Career Development/Mentorship Opportunities
• Quick and Steady Advancement
• United Direct Solutions formerly known as United Mail named Best Workplace 2020 by Printing Industries of America
• United Direct Solutions formerly known at United Mail has 45 Years of Commitment to Employees

SUMMARY

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.

ESSENTIAL DUTIES AND RESPONSIBILITIES

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.

SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities.

QUALIFICATIONS

EDUCATION and/or EXPERIENCE

High school diploma or GED

REQUIRED

• 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.

PREFERRED

• 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.

LANGUAGE SKILLS

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.

MATHEMATICAL SKILLS

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.

PHYSICAL DEMANDS

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.

WORK ENVIRONMENT

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.