Job Description
Job Title - Proposal Ops Manager
Location - US remote
Proposal Operations ManagerAbout 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- Establish and enforce content review cycles and retirement schedules to prevent outdated material from being reused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
- 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
- Background in professional or technology services industries
- APMP certification or equivalent proposal management training
Numbers & Facts
| Location | New York, NY |
| Industry | Staffing/Employment Agencies |
| Salary | $30 |
| Company Size | 50 to 99 employees |
| Year Founded | 2002 |
| Website | https://phaxis.com/ |
About Company
We stand for PERSEVERANCE, as we refuse to quit when the journey gets tough. Your gold is our mission, and we search day and night to find it.
Skills
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