Role Overview The Marketing/Market Research Proposal & Estimating Coordinator is a full-time, permanent role that supports True Insight’s new business and proposal development process from opportunity intake through delivery handoff. This role is remote and will work closely with leadership, business development, research, strategy, design, vendors, and project management to turn new opportunities into clear, well-scoped, accurately estimated proposals. The successful candidate MUST have a marketing, market research, consulting, or marketing agency background and understand how marketing and/or research services are scoped, estimated, and delivered.

This role supports both standard client proposals and formal RFP responses. It includes opportunity assessment, scope development, estimating, vendor quote coordination, proposal/RFP assembly, and preparation of the handoff materials needed to transition approved work to the Project Manager and delivery team.

Key Responsibilities New Business Intake & Opportunity Assessment

Attend sales meetings or review sales notes, client requests, RFPs, and opportunity details.

Help assess whether opportunities align with True Insight’s services, capabilities, timelines, budgets, and priorities.

Identify what the client is asking for versus what they may actually need.

Flag unclear requirements, risks, missing information, or potential disqualifiers.

Summarize opportunities for leadership with scope, fit, risks, timelines, budget considerations, and recommended next steps.

For RFPs, review requirements, evaluation criteria, submission instructions, deadlines, forms, and qualifications.

Maintain an RFP/opportunity tracker where required.

Scope

Development & Estimating

Translate sales notes, client needs, and opportunity requirements into draft scopes of work.

Help define phases, deliverables, activities, assumptions, exclusions, timelines, and resourcing needs.

Build initial project estimates by role, phase, service area, or deliverable.

Identify internal resource needs, vendor requirements, and pass-through costs.

Coordinate with internal contributors to validate effort, timing, and assumptions.

Flag budget risks, under-scoped work, missing costs, or assumptions that may affect profitability.

Prepare scopes and estimates for leadership review and approval.

Vendor Quote

Coordination

Identify which vendors, subcontractors, recruitment firms, production partners, or external suppliers need to provide pricing.

Send vendors the information needed to quote accurately.

Follow up to receive quotes on time.

Review quotes for completeness, alignment, assumptions, exclusions, timelines, and risks.

Summarize vendor pricing and ensure approved costs are reflected in the estimate, proposal, or RFP response.

For research projects, obtain recruitment quotes during the proposal stage. After project approval, recruitment firm management moves to the Project Manager. Proposal & RFP Coordination

Draft, assemble, and coordinate proposal content using True Insight templates and previous materials.

Translate scope details into clear, client-friendly proposal language.

Ensure deliverables, timelines, assumptions, exclusions, pricing, and next steps are accurately represented.

Coordinate inputs from leadership, strategists, researchers, designers, vendors, and subject matter experts.

Gather required materials such as case studies, project examples, bios, methodology descriptions, references, pricing, and supporting documents.

For RFPs, create response checklists and internal timelines.

Ensure RFP responses address required questions, evaluation criteria, file formats, signatures, and deadlines.

Work with the design team to format and polish proposals or RFP materials.

Prepare final materials for leadership review before they are sent or submitted.

Project

Handoff

Prepare the project handoff brief including the full project plan once work is approved.

Summarize the approved scope, objectives, deliverables, assumptions, exclusions, client priorities, timeline, budget, and key context and hosts the initial kickoff meeting for our internal team. Capture important sales notes, client decision drivers, risks, sensitivities, role allocations, vendor assumptions, and dependencies.

Identify any RFP, procurement, reporting, contractual, or compliance requirements that need to carry into delivery.

Outline initial phases, milestones, major tasks, and resource needs for the Project Manager.

Support a smooth handoff to the Project Manager and Project Lead.

The Project

Manager is responsible for building the detailed ClickUp workflow and managing delivery after handoff.

Internal

Coordination & Process Improvement

Maintain organized proposal, estimate, RFP, and vendor quote files.

Help maintain reusable proposal content, scope libraries, estimate templates, vendor records, case studies, bios, and RFP materials.

Recommend improvements to proposal workflows, estimating tools, RFP tracking, and handoff processes.

Support consistency, accuracy, and efficiency across the new business process.

What This Role

Owns

New business intake organization.

Initial opportunity and RFP review.

Scope development support.

Proposal estimating.

Pre-sale vendor quote coordination.

Pre-sale recruitment quote coordination for research projects.

Proposal and RFP assembly.

Coordination of proposal inputs and supporting materials.

Project handoff brief after approval.

Initial project plan support.

Budget and role allocation handoff.

What This Role Does Not

Own

Final go/no-go decisions.

Final proposal, pricing, or RFP approval.

Final sales strategy.

Client relationship ownership.

Legal or contract review.

Strategic, creative, or research brief ownership.

Writing research screeners.

Approving methodology, quotas, or respondent criteria.

Managing recruitment firms after project approval.

Assigning delivery resources after handoff.

Day-to-day project delivery.

ClickUp project management after handoff.

QA of project deliverables during execution.

Qualifications Required Experience

Marketing, market research, consulting, or agency experience is REQUIRED.

3–7+ years of experience in proposal coordination, estimating, project coordination, business development support, marketing coordination, or agency operations.

Experience supporting scopes of work, estimates, proposals, RFP responses, or client-facing business development materials.

Experience coordinating with vendors, designers, researchers, strategists, or production partners. Assets

Experience reviewing RFPs and coordinating response materials.

Experience with project management tools such as ClickUp, Asana, Monday, Wrike, or similar.

Diploma or Bachelor’s Degree in Business, Marketing, Communications, Project Management, or a related field.

Skills & Competencies

Strong understanding of marketing and/or research project scoping.

Excellent written communication.

Strong estimating and budget awareness.

Ability to translate client needs into clear scopes, deliverables, assumptions, and proposal language.

Strong organization and attention to detail.

Ability to manage multiple proposals, RFPs, vendors, and deadlines at once.

Strong follow-up and coordination skills.

Ability to identify gaps, risks, unclear requirements, and under-scoped work.

Comfort working with leadership, project managers, strategists, researchers, designers, vendors, and external partners.

Proficiency with Microsoft Office or Google Workspace.

The Fine

Print

Full-time, permanent opportunity reporting to the President of the company.

Primarily remote role.

The role will be in the English language and requires someone who is a native English speaker. Core office hours are 7:30 AM–4:30 PM MT.

Team members must have at least 4 hours of overlap with True Insight’s business hours.

Compensation is competitive and based on experience in the range of $1, 100-$1, 500 CAD/month) plus bonus (for those that become eligible based on our bonus program).

Why True Insight Marketing?

True Insight Marketing is a research-driven strategy firm. Insight is not a department here — it is the backbone of how we help clients gain clarity, confidence, and competitive advantage.

Working with us offers: ✔️ Ongoing training & professional development – Learn our approach and level up your skills.

✔️ Work-life balance – Thrive both professionally and personally.

✔️ A collaborative, supportive culture – We believe great work comes from great teams.

✔️ Opportunities for growth – Gain unique experiences that challenge and develop you.

✔️Paid vacation and sick leave, 13th Month pay - Plus additional perks and benefits.