RFP Database Coordinator

Callan is seeking a full-time RFP Database Coordinator to join our Fund Sponsor Consulting team. As the RFP Database Coordinator at Callan, a leading independent investment consulting firm, you will manage the RFP database used to support our new business efforts. Our goal is to identify a candidate with strong project and time management skills and a true appreciation for the value of building collaborative relationships with Callan colleagues.   Please note: This position is a future opportunity with an approximate start date in the fall 2025. This position will be based in one of the above-mentioned Callan office locations and is expected to work a hybrid (office/home) schedule, with approximately 1-3 days a week in the office.  What’s Unique About This Role?Callan believes our organization and culture are made stronger through a broad array of perspectives and experiences. Callan provides consulting services to some of the highest-quality and most complex clients in the country to help them achieve their investment goals. Though not client-facing, your role directly impacts the timely production of accurate and up-to-date proposal content by collaborating with various teams throughout the company. Along with having an appreciation for Callan’s unique and collaborative culture, your ability to demonstrate success in the skill sets we seek is of greater importance than your years of experience.  Primary Duties ·        Oversee Callan’s RFP database and support the 120+ colleagues who use the RFP database to produce RFPs or RFP entries: - Manage RFP entry review schedules with subject matter experts  to ensure timely and accurate updates - Review new entry submissions for database inclusion - Respond to ad-hoc RFP data requests - Identify and implement efficiencies to improve RFP writers’ experience ·        Manage the RFP database vendor relationship: - Interact with the vendor to resolve issues and stay apprised of new or emerging features - Add/remove and train users as necessary - Stay current on automation and AI feature development and provide training to Callan users ·        Maintain and evolve organizational-level entries by working with key stakeholders·        Complete quarterly and annual firm statistics (e.g., client, employee, financial, database, project statistics, etc.), pulling from various databases throughout the firm and posting updates ·        Maintain statistics and provide support for third-party consulting firm requests·        Conduct specialized training as needed for RFP writers·        Serve as a conduit between stakeholders to resolve RFP and statistical reporting issues ·        Stay current on firm and personnel developments and update RFP content when needed·        Conduct ongoing RFP reviews/audits to share best practices and identify areas for improvement·        Track RFP pipeline and outcomes to produce an annual report to management·        Collaborate with team members on informational requests, projects, and ad-hoc statistical queries Job Skills and Requirements Skills:·        Excellent and effective interpersonal, communication (written and verbal), and organizational skills ·        Strong project management skills with the ability to meet competing deadlines·        Proficiency with Microsoft Office applications and AI tools Characteristics:·        Resourceful and self-motivated ·        Responsive and detail-oriented ·        Ability to work independently in an unstructured environment, managing multiple projects  Education and Experience: ·        Bachelor’s degree preferred or equivalent experience·        3-5+ years’ experience in request for proposal writing required·        Strong proficiency in RFP database management with experience using Loopio preferred·        Knowledge of the investment or investment consulting industry preferred  Compensation, Benefits & Training: At Callan, you can expect:·        A generous compensation and benefits package, including base salary, bonus, 401(k) matching, profit-sharing, health/medical/dental/vision benefits, monthly communications stipend, tuition assistance, and more·        Training for all Callan databases, research, and other systems·        Access to team-building events, community outreach opportunities, and wellness events
As an employee-owned firm, Callan is committed to giving long-term successful professionals an opportunity to become equity partners. Visit www.callan.com/careers to learn more about Callan’s cu