Manage and execute the operational foundation supporting scalable, compliant, and high-quality proposal development. This role owns day-to-day RFP operations, systems management, and team execution. Reporting into the VP, Business Development Operations, the ideal candidate will be responsible for managing and executing the operational foundation that supports a scalable, compliant, and high-quality proposal development lifecycle. This includes owning day-to-day RFP operations and compliance, systems and process
Duties and Responsibilities
- RFP Operations & Compliance
- Own day-to-day proposal operations in Asana, including intake, sorting, prioritization, addendum posting, deadline tracking, and follow-ups
- Monitor Proposal Board PRs for outdated deadlines and follow up with Business Development or sales team
- Enforce standardized processes and compliance requirements
- Conduct quality assurance reviews and mitigate submission risk
- Serve as escalation point for operational issues and compliance risks
- Operational Systems & Process Management
- Manage and optimize Asana, Salesforce, Tinman, Google Drive, and proposal portals
- Maintain system access, data accuracy, and workflow consistency
- Maintain access to all RFP portals, including troubleshooting, renewing, and updating subscriptions as needed
- Conduct portal cleanup and update contact information to ensure accuracy and compliance.
- Maintain Ops processes and drive incremental process improvements
- Recommend system and process improvements to leadership
- People Leadership and Capacity Management
- Assess team workload, assignments, and bandwidth to ensure efficiency and balance.
- Assign work based on workload, complexity, and deadlines.
- Train and onboard team members on tools, processes, and standards.
- Cross-functional Collaboration
- Partner cross-functionally to support proposal execution
- Provide training and support to team members in RFP review, process standards, and resource management.
Knowledge/Skills/Abilities
- Operational and workflow expertise, ability to manage both high-volume daily workload and strategic projects, process design, compliance focus, tech adoption
- Proven ability to lead process improvements and adopt technology solutions that increase efficiency
- Strong leadership skills with the ability to collaborate effectively with cross-functional teams and senior management
- Excellent communication and presentation skills, with the ability to articulate complex concepts and strategies in a clear and concise manner
- Strong attention to detail
- Demonstrated ability to adapt to a fast-paced and dynamic work environment while managing multiple projects simultaneously
- Strong time management and organizational skills in a remote-first environment
- Due to the remote environment, effective communication and time management skills are required, as well as the ability to use/learn multiple technology platforms and switch between them on a regular basis
- Physical requirement: Must be able to work at a computer for prolonged periods
Credentials and Experience
- Bachelor’s degree in Business Administration, Marketing, or a related field; Master’s degree is a plus
- 6–8 years of experience in Business Development Operations, RFP Management, or Sales Operations
- Prior people leadership or lead experience preferred
- Experience with project management tools (Asana preferred), CRM systems, and RFP/portal management