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RFP & RFI Response Coordinator

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Keepit

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Location:
Poland , Kraków

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Category:

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Contract Type:
Employment contract

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Salary:

Not provided

Job Description:

The RFP & RFI Response Coordinator sits within the Legal team and manages the internal process for responding to RFPs, RFIs and customer questionnaires. This role ensures efficient coordination between Sales, Solution Engineering, Security and Legal, enabling the business to respond to customer requests in a timely, accurate and compliant manner. This is a process management and enablement role focused on reducing coordination overhead, maintaining quality standards and developing scalable tools and templates. The role supports sales activities but is not responsible for driving commercial outcomes.

Job Responsibility:

  • Manage the end-to-end internal workflow for RFP, RFI and customer questionnaire responses
  • Act as the central point of contact to coordinate inputs from Sales, Solution Engineering, Security, Legal and other subject matter experts
  • Triage incoming requests, assess scope and complexity, and establish realistic timelines
  • Track progress and follow up with contributors to ensure timely completion
  • Maintain oversight of response quality and consistency with approved company positions
  • Build and maintain a centralised repository of approved responses, standard language, and FAQs
  • Develop and refine response templates in collaboration with Legal, Security and other teams
  • Ensure content remains current, accurate and compliant with legal and security requirements
  • Identify opportunities to standardise responses and reduce repetitive effort
  • Support the development and refinement of AI-enabled RFP response tools
  • Work with Legal and other teams to test, validate and improve tooling effectiveness
  • Identify process bottlenecks and implement improvements to increase efficiency
  • Track metrics such as response volume, turnaround time and resource allocation
  • Serve as a bridge between Sales and internal support functions (Legal, Security, Product)
  • Translate customer requests into clear internal requirements for subject matter experts
  • Facilitate alignment discussions when inputs from multiple teams are required
  • Communicate status updates and escalate issues as appropriate

Requirements:

  • Experience in legal operations, sales operations, pre-sales support, solution engineering or a similar cross-functional coordination role
  • Strong project management and stakeholder coordination skills
  • Excellent written communication skills with attention to detail
  • Ability to work effectively with multiple teams and manage competing priorities
  • Understanding of B2B sales processes and enterprise customer requirements

Nice to have:

  • Experience supporting RFP/RFI processes or sales enablement activities
  • Familiarity with SaaS, technology or information security domains
  • Experience working with knowledge management systems or content repositories
  • Background in legal operations, compliance or legal support functions
  • Comfort working with AI tools or process automation
What we offer:
  • 4 additional working days of vacation leave per full calendar year
  • 3 days of internal sick leave without a doctor`s note
  • Health and Life Insurance
  • Employee Capital Plan (PPK)
  • Multisport card compensation
  • Coverage of professional training sessions, meetups, etc.
  • English-speaking club with native speakers
  • Polish language classes
  • Internet and Glasses reimbursement
  • Cosy office in Krakow city centre (Długa, 72) with beverages, fruit, and cookies
  • Winter and summer parties, events, team-buildings

Additional Information:

Job Posted:
January 26, 2026

Work Type:
Hybrid work
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