Drive the response process end-to-end, facilitating SME inputs, managing deadlines, and escalating risks to keep submissions on track.
Maintain response trackers, status reporting, and submission readiness. Monitor client communication and responses during preparation of tender.
Lead planning calls to understand the complete project, history, win themes, potential red flags, and gain agreement on project milestones and deliverables.
Manage RFP kickoffs: requirements, compliance matrix, responsibilities, internal deadlines.
Content library/knowledge management: maintaining boilerplate, reuse, and past responses and assist in creating new content.
Compliance review: ensuring every requirement is answered, attachments included, forms signed, portal steps completed.
Leverage Project Tools/process Including: SharePoint, Microsoft Word, Excel, and Teams, Responsive (formerly RFPIO), Adobe Acrobat, and AI tools including Copilot and Claude
Final assembly: converting to PDF, naming conventions, portal uploads, validating rendering, page limits, etc.
Version control in collaborative authoring
Stay current on proposal best practices and market trends.
Who you’ll work with
The Proposal Manager works closely with stakeholders across the organization, including Sales, Contracts, Legal, Client Success, and others, to develop comprehensive, high-quality responses.
What you bring to the table
Proposal Management subject matter expertise (or equivalent)
Bid Strategy subject matter expertise (or equivalent)
Ability to train and coach more junior team members.
Ability to independently solve complex problems.
Ability to influence without direct authority.
A self-motivated, quick learner who has a desire to win business through the RFP process. understands Sales tactics and methodologies.
Bachelor’s degree desired—with preference given to additional Project Management or Proposal Management Certification (APMP)
Minimum 4+ years proposal coordination experience and/or project management experience, having worked with multiple internal/external groups at all levels of an organization.
Minimum 4+ years’ experience writing sales proposals and/or responding to RFPs.
Experience writing large-scale, complex bids for US$ 500K+ value with proven success.
Proven ability to manage time, multitask, and excel in a deadline-oriented environment while supporting several proposal projects simultaneously.
Software skill requirements
Microsoft Word: Expert Microsoft Word skills. Extensive experience with styles, mid-to-high level formatting techniques, and editing drafts for format, appearance, and consistency with corporate styles.
Microsoft Outlook: advanced skills.
Microsoft Excel: high level
Online Collaboration tools – proficient in running an online meeting.
What’s good to know
The Proposal Team operates collaboratively, works at a fast pace, and executes projects with precision to meet critical deadlines.
This position is classified as EXEMPT under the Fair Labor Standards Act (FLSA) and applicable state wage-and-hour laws.
What you get when you join our team
Flexible time off to include paid holidays and volunteer time
Robust health, dental, and vision insurance plans on your first day of employment
Comprehensive employee assistance program (EAP)
Employer-paid life insurance/AD&D/short-term and long-term disability insurance
Flexible spending account (FSA) or health savings account (HSA)
Matched 401(k)
Employee stock purchase plan
Base salary offers for this position may vary based on factors such as location, skills, and relevant experience. Some positions may include additional compensation in the form of bonus, equity, or commissions.
Your personal information will be handled in accordance with Illumia's Candidate Privacy Notice
Illumia is an equal employment opportunity employer and considers qualified applicants for employment without regard to race, gender, age, religion, national origin, marital status, disability, sexual orientation, protected military/veteran status, or any other protected factor.
