Proposal & RFP Specialist

Job description

Magna Legal Services is a trusted nationwide partner to law firms, corporations, insurance carriers, and government agencies, delivering comprehensive legal support at every stage of a case. From court reporting and record retrieval to jury consulting, investigations, litigation graphics, and language services, we help our clients navigate complex legal challenges with confidence. Our reputation is built on the expertise, dedication, and professionalism of our team, and we’re proud to foster a culture where talented people can do meaningful work and grow their careers. Magna Legal Services is seeking an experienced proposal professional to independently manage our end-to-end RFP response process, from initial intake and planning through final submission. You will support opportunities across Magna’s full range of service lines and client types, including law firms, corporate legal departments, insurance carriers, and government agencies. RFP volume naturally fluctuates. During active periods, you may manage several concurrent proposals spanning different service lines and buyer types. Outside of active submissions, you will own the infrastructure that makes future responses faster and stronger, including our content and credential libraries, case studies, templates, competitive insights, and proposal processes. This is an established, full-time area of ownership rather than an entry-level or rotational assignment. You will report directly to the Director of Sales Operations and work with significant autonomy while coordinating closely with Sales, Operations, Marketing, Finance, Legal, IT, HR, and subject-matter experts across the business. ### Primary Responsibilities **Proposal Development and Submission** - Own the full lifecycle of RFPs, RFIs, and RFQs, including intake, requirement analysis, project planning, drafting, review coordination, quality assurance, and final submission. - Review solicitation materials, identify mandatory requirements, and create compliance matrices and workback schedules. - Draft and edit tailored, persuasive responses across Magna’s service lines, including court reporting and deposition services, jury consulting and research, trial graphics and presentation services, medical record retrieval and review, and language and interpreting services. - Adapt each response to the buyer’s priorities, recognizing that law firms, corporate legal departments, insurance carriers, and government agencies have different evaluation criteria, compliance requirements, and procurement processes. - Interview subject-matter experts and business leaders to translate complex operational and technical information into clear, differentiated proposal content. - Coordinate input and approvals related to pricing, staffing, legal terms, data security, compliance, technology, and implementation. - Independently manage standard proposal content, including company overviews, service descriptions, staff biographies and credentials, case studies, implementation approaches, and past-performance examples. - Manage document formatting, version control, review cycles, and submission logistics. - Ensure every response complies with stated requirements, including page limits, required forms, attachments, certifications, and portal-submission instructions. - Maintain accurate records of proposal activity, deadlines, submissions, outcomes, and client feedback. **Content and Credential Management** - Build and maintain a centralized, searchable library of approved proposal content. - Interview consultants and service-line leaders following significant matters to develop compelling case studies and past-performance examples. - Maintain current biographies, credentials, certifications, and relevant experience for employees and consultants featured in proposals. - Review and refresh company overviews, service descriptions, methodologies, and differentiators on a regular schedule. - Retire outdated content and confirm that reusable materials remain accurate, consistent, and approved. **Process Improvement and Proposal Operations** - Build and maintain reusable templates by client type, service line, and solicitation type. - Standardize the intake and subject-matter-expert interview processes to improve response speed and content quality. - Document a repeatable intake-to-submission playbook that supports consistency and backup coverage. - Evaluate proposal-management tools and help recommend and implement a scalable solution. - Identify recurring bottlenecks and introduce practical improvements to the proposal-development process. **Performance and Market Insights** - Lead internal debriefs following key wins and losses and capture available feedback. - Track proposal volume, turnaround time, outcomes, and recurring reasons for wins or losses. - Capture relevant competitor and market insights from public sources, bid feedback, and internal debriefs. - Maintain knowledge of the evaluation priorities and procurement practices associated with each major client segment. - Monitor relevant government and insurance bid portals for potential opportunities. - Maintain a 60–90-day calendar of known and anticipated RFP activity and identify opportunities that require early subject-matter input, pricing support, or new case studies. **Adjacent Commercial Content** - Repurpose approved proposal content into capability statements, one-pagers, case studies, and other Sales or business-development materials. - Partner with Marketing and Commercial Operations to ensure consistent messaging across proposals and client-facing content. ### Desired Background **Required Qualifications** - At least three years of hands-on experience writing and managing RFP, RFI, or RFQ responses in a professional-services or similarly compliance-driven environment. - Experience independently managing multiple concurrent proposals from intake through submission. - Excellent writing, editing, and information-synthesis skills, with the judgment to write persuasively while remaining accurate and strictly compliant. - Strong project-management skills and the ability to secure timely input and decisions from busy stakeholders without direct authority. - Exceptional attention to detail, organization, and quality control. - Ability to learn and write credibly across multiple complex or technical service lines. - Comfort working independently in a remote environment and managing a workload that fluctuates around proposal deadlines. - Proficiency with Microsoft Word, PowerPoint, Excel, and Adobe Acrobat. **Preferred Qualifications** - Experience in legal services, litigation support, insurance, government contracting, or another professional-services environment. - Experience responding to government solicitations or working with electronic bid portals. - Experience with proposal-management platforms such as Loopio, Responsive, or QorusDocs. - Experience building or improving content libraries, templates, and proposal workflows.