Proposal Operations Manager

Job Title - Proposal Ops Manager
Location - US remote

Proposal Operations Manager

About the Role

We're looking for a Proposals Coordinator to own the operational backbone of our proposal function. This role sits at the center of process, content, and reporting — ensuring the proposal organization runs consistently, our content library stays accurate and usable, off-shore delivery issues get resolved quickly, and leadership has clear visibility into performance. You'll work closely with front-office Proposal Strategists and off-shore production teams to keep the proposal engine running smoothly and continuously improving.

What You'll Do

Process & Governance

• Own, document, and maintain Standard Operating Procedures (SOPs) for the proposal function, ensuring they reflect current best practices and are consistently followed
• Serve as the process governance lead — auditing adherence to SOPs, identifying gaps, and driving corrective action
• Continuously evaluate and refine proposal workflows to improve quality, speed, and consistency across teams

Content & Knowledge Management

• Govern the content library and knowledge base, ensuring content is accurate, current, properly tagged, and easy to retrieve
• Manage the content management platform, including access, structure, and ongoing administration
• Establish and enforce content review cycles and retirement schedules to prevent outdated material from being reused

Off-Shore Escalation & Quality

• Act as the primary escalation point of contact for issues arising from off-shore proposal output
• Triage and resolve quality, timeline, or process issues, looping in the right stakeholders as needed
• Track recurring off-shore issues and feed insights back into training, SOPs, or process changes

Reporting & Analytics

• Own org-wide proposal reporting, including win/loss analysis, volume trends, turnaround times, and ROI metrics
• Build and maintain recurring and ad hoc reports/dashboards for the Associate Director, BD leadership, and other stakeholders
• Translate data into actionable insights that inform resourcing, process improvements, and BD/proposal strategy

Cross-Functional Coordination

• Plan, organize, and facilitate the Proposals Bi-Weekly Scrum with front-office Proposal Strategists
• Track action items, decisions, and follow-ups from scrum sessions to ensure accountability
• Act as a connective point between front-office strategists, off-shore production, and the Associate Director, keeping BD leadership informed on process and performance

What We're Looking For

• 6+ years of experience in proposal management, bid coordination, sales operations, or a related operational role
• Experience with proposal/content management platforms (e.g., Loopio, Qvidian, RFPIO, or similar)
• Familiarity with BI/reporting tools (Power BI, Tableau, Excel/PivotTables at an advanced level)
• Demonstrated experience creating and maintaining SOPs or process documentation
• Experience managing or governing a content library, knowledge base, or content management platform
• Strong data and reporting skills; comfortable building dashboards and translating metrics into insights
• Excellent coordination and facilitation skills, with experience running recurring cross-functional meetings
• Strong problem-solving skills and comfort acting as an escalation point under time pressure
• Excellent written and verbal communication skills
• Experience working with off-shore or distributed teams strongly preferred
• Bachelor's degree or equivalent experience

Nice to Have

• Background in professional or technology services industries
• APMP certification or equivalent proposal management training