RFP & Proposal Specialist

Accountabilities:

• Own the full lifecycle of RFPs, RFIs, RFQs, tenders, due diligence questionnaires, and security questionnaires from opportunity intake through submission and post-decision debrief.
• Apply a consistent qualification framework to incoming opportunities, assessing requirements, timelines, solution fit, and other factors to determine where response efforts should be focused.
• Analyze solicitation documents and develop compliance matrices, response outlines, production schedules, contributor timelines, and submission plans.
• Develop compelling win themes, differentiators, and executive summaries that connect customer requirements with relevant business outcomes.
• Manage multiple deadline-driven submissions simultaneously while maintaining high standards for quality, accuracy, consistency, and compliance.
• Use an AI-powered RFx response platform for drafting, including prompt design and source grounding, while applying human verification and approval before any response is submitted.
• Own and continuously improve the governed answer library and reusable content bank, ensuring materials remain accurate, approved, current, and consistent across territories.
• Establish structured review processes covering compliance, technical accuracy, content quality, and submission readiness.
• Review AI-generated content for unverified claims, outdated information, generic language, inaccuracies, and other potential risks.
• Maintain strong version control, approval workflows, documentation, and audit readiness across proposal submissions.
• Coordinate contributions from Sales, Sales Engineering, Product, Security, Finance, Legal, and other subject matter experts, often under tight deadlines.
• Serve as the central point of coordination for response quality, contributor progress, approvals, risks, and submission readiness.
• Track contributor progress, remove obstacles where possible, and escalate risks early when additional support is required.
• Develop and maintain repeatable RFx playbooks and practices that establish consistent quality standards across global territories.
• Support public sector and regulated-industry opportunities, including requirements related to security, privacy, accessibility, and compliance documentation.
• Identify, qualify, and track relevant publicly posted solicitations to help expand the pool of opportunities considered.
• Track and report submission volume, cycle time, outcomes, and recurring win/loss themes.
• Facilitate post-decision debriefs and apply lessons learned to improve response content, positioning, qualification criteria, and processes.
• Maintain alignment between RFx activities and broader go-to-market operations priorities and reporting.

Requirements:

• At least 3 years of professional experience managing RFPs, RFIs, bids, proposals, or similar competitive response processes.
• Hands-on experience using AI tools to draft proposal content, including reviewing, verifying, and approving AI-generated responses before submission.
• Strong understanding of RFx best practices, including compliance matrices, response outlines, win themes, structured review gates, and proposal governance.
• Excellent writing and editing skills, with the ability to adapt existing content to specific customer requirements and produce clear, persuasive responses.
• Advanced proficiency with Microsoft Word and solid working knowledge of Excel and PowerPoint.
• Demonstrated ability to manage multiple complex, deadline-driven submissions without compromising quality, accuracy, or attention to detail.
• Experience working with Salesforce and reporting on activity, outcomes, or relevant performance metrics.
• Strong stakeholder management and communication skills, including the ability to obtain timely input from senior colleagues and subject matter experts.
• Ability to work independently while collaborating effectively across multiple functions, teams, and time zones.
• Excellent organizational skills, attention to detail, and ability to manage competing priorities.
• Ability to handle confidential and sensitive business information with professionalism and discretion.
• Experience managing RFPs, bids, or proposals within B2B software or SaaS environments is preferred.
• Familiarity with public sector bids and security frameworks or questionnaires such as FedRAMP, SOC 2, ISO 27001, CAIQ, and SIG is an advantage.
• Location within the Eastern Time Zone is preferred to support collaboration with global teams.

Benefits:

• Fully remote work arrangement in the United States.
• Flexibility to establish a healthy work-life balance.
• 10 paid holidays annually.
• Unlimited paid time off.
• 401(k) matching plan, with 25% of employee contributions matched up to the applicable IRS maximum.
• Health insurance options, including PPO and HDHP/HSA plans.
• Dental insurance.
• Vision insurance.
• Employer-paid life insurance equal to 1x annual employee salary.
• Employer-paid short-term disability insurance.
• Employer-paid long-term disability insurance.
• Flexible Spending Account options for medical and dependent care.
• Opportunity to work with AI-powered proposal technology and contribute to scalable global RFx processes.
• Cross-functional exposure to Sales, Sales Engine