We are looking for a detail-driven coordinator to own and streamline our RFP and RFI response process, ensuring accurate, compliant and timely collaboration across Legal, Security and Sales.

About the role

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.

Key Responsibilities

Process Management & Coordination

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

Template & Content Management

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

Tool Development & Process Improvement

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

Cross-Functional Liaison

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

About you

Must-haves:

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-haves:

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

Key Attributes:

Process-oriented: Strong focus on workflow management, quality control and continuous improvement

Collaborative: Able to coordinate effectively across functions without direct authority

Detail-conscious: Ensures accuracy and compliance whilst maintaining efficiency

Pragmatic: Balances thoroughness with business needs and timelines

Enablement-focused: Builds sustainable solutions (templates, tools, processes) rather than one-off responses

Reporting & Context

This role reports within the Legal team and works closely with Sales, Solution Engineering and Security. The role supports sales activities by ensuring efficient internal processes, but sales teams remain responsible for opportunity management and customer relationships.

Success in this role means:

Reduced coordination burden on Legal and Security teams

Faster turnaround times for RFP responses

Improved consistency and quality of customer-facing materials

Scalable processes and tools that grow with the business

About us

Our platform provides customers with an immutable, historical archive of their data in systems such as Microsoft 365, Google Workspace, Salesforce, Entra ID, Dynamics 365, and Zendesk.

We protect our customers against everything, ranging from ransomware to simple accidents.

The majority of our back-end components are written in clean, modern C++ using mainly purpose-built components. Components responsible for business processes and data mining are built using Common Lisp. Everything runs on Linux.

We pride ourselves on backing up billions of objects over foreign APIs using imperfect networks on systems with finite memory and making it all happen in a performant, reliable, and predictable way.

We offer:

Official employment – Umowa o pracę contract
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

We kindly ask you not to provide us with any sensitive categories of personal data when applying for a job with us. When applying for the vacancy, Keepit will process your personal data, and therefore we recommend that you also read our privacy policy, which describes our processing of personal data and your rights as a data subject.

If you notice any misconduct or irregularities that fall within the scope of our whistleblowing procedure, please click here to report them.

RFP & RFI Response Coordinator

Ready to bring clarity to cross-functional RFP and RFI responses? Apply to join our Legal team and shape scalable, high-quality processes that support enterprise sales.