Proposal Manager

Job Description

Project manage the response process for Request for Proposals (RFP) and Request for Information (RFI) which may include bids, pricing quotations, and security/risk assessments, for prospective and current customers. Manages the proposal process from initiation through delivery including planning and directing workflows, writing and editing, and compliance with company policies and standards. Ensures a response strategy is developed that supports an overall sales strategy that addresses the customer's business/technical needs. Ensures that proposal responses meet submission deadlines in accordance with ACI established practices.

The primary accountability of the Proposal Manager is to support sales effort via the management of the proposal process in response to a Request for Information (RFI) or Request for Proposal (RFP). Project management responsibilities including planning, organizing, measuring, monitoring, controlling and overseeing projects. Manages projects with very short/compressed customer-driven timeframes. Leverages proposal management expertise to identify and recommend tactics to be used to deliver a quality proposal on-time. As the primary interface and liaison between groups, this role coordinates departmental or cross-functional teams (e.g., sales, solution consultants, product management, customer managers, legal, IT, executive leadership) to establish project plan(s), manage assignments and deliverables, monitors content input/contributions, schedules content reviews, and manages project timelines. Facilitates the opportunity qualification process (bid / no-bid decisions) and ensures that the team evaluates the customer objectives (business and technical) in order to develop a pursuit strategy that is then articulated throughout the response. Serves as the subject matter lead on identified company related topics and Q&A in the proposal. Writes, edits and proofreads content and documentation included in the external proposal and in the proposal content library. Oversees compliance of specific company policy and standards that relate to RFI and RFP activities and guides the proposal team in order to adhere to company policy and standards. Develops a detailed understanding of all ACI solutions and internal processes, as appropriate, for project management of proposal development. Leads proposal management process improvement and best practice projects. Identifies, develops and produces on a regular cadence, operational metrics and reports. Perform other duties as assigned. Understand and adhere to all corporate policies to include but not limited to the ACI Code of Business Conduct and Ethics. BS/BA degree or equivalent experience. 2 years of experience in proposal management. Knowledge of proposal database and RFP response management solutions, including platforms such as Qvidian and Responsive.

Beyond the proposal management expertise, the ideal candidate demonstrates strong business acumen, analytical capability, and a growth mindset, with the ability to leverage AI technologies, produce executive-level reporting and presentations, and lead cross-functional operational cadences:

AI & Process Innovation

• Demonstrated ability to leverage AI-enabled tools to improve proposal quality, accelerate response development, streamline research, and automate administrative tasks while maintaining accuracy, compliance, and governance standards.
• Continuously identifies opportunities to apply emerging technologies, including Generative AI, to enhance proposal operations, knowledge management, content development, reporting, and process efficiency.
• Serves as a champion for AI adoption within the proposal function by evaluating new capabilities, recommending best practices, and incorporating AI-driven workflows into the RFP lifecycle.

Reporting & Business Operation Support

• Develops and maintains operational reports, dashboards, and business insights using tools such as Salesforce, Excel, Power BI, or similar platforms to support leadership decision making and team performance visibility.
• Analyzes proposal activity, workload trends, win/loss outcomes, and pipeline data, translating findings into executive-ready presentations and actionable recommendations.
• Creates recurring leadership updates, business reviews, and presentation materials that communicate key metrics, project status, risks, and strategic initiatives.

Meeting Leadership & Cross-Functional Coordination

• Facilitates recurring team meetings, project reviews, and cross-functional working sessions, ensuring clear agendas, documented action items, and accountability for follow-through.
• Acts as a coordinator across Sales, Customer Success, Product, Legal, and other stakeholders to drive execution, remove blockers, and maintain alignment throughout the proposal process.
• Supports broader operational initiatives and special projects that contribute to organizational effectiveness, scalability, and continuous improvement.

Preferred Knowledge, Skills and Experience needed for the job:

• Hands-on experience administering and maintaining Responsive (formerly RFPIO), including content library management, workflow configuration, reporting, and proposal process optimization.
• Knowledge, skills, and ability knowledge of ACI Worldwide solutions.
• In-depth knowledge of ACI sales processes.
• MBA

Work Environment:

• Standard office environment
• Travel required, minimal, 5-10%, primarily domestic