RFP & Proposal Specialist

RFP & Proposal Specialist

This position is listed on behalf of a partner company, who manages all applications and next steps. Our partner is looking for a RFP & Proposal Specialist based in United States.

This role owns the end-to-end RFx response process across RFPs, RFIs, RFQs, tenders, and due diligence and security questionnaires. You will play a central role in competitive bids that can represent significant strategic and new-business opportunities. The position combines proposal strategy, AI-enabled response development, content governance, stakeholder coordination, and continuous improvement. You will work closely with Sales, Sales Engineering, Product, Security, Finance, Legal, and GTM Operations teams across multiple time zones. The role offers significant autonomy while requiring strong organization, judgment, writing ability, and attention to detail. Your work will help establish scalable, consistent, accurate, and persuasive proposal practices across global markets.

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• Review AI-generated content for unverified claims, outdated information, generic language, inaccuracies, and other potential risks.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 Engineering