Proposal Operations Manager

Key Responsibilities

• Manage proposal intake, ensuring completeness (Order Worksheet and Salesforce strategy)
• Oversee pipeline accuracy and visibility for leadership reporting
• Maintain and enforce proposal workflows, timelines, and SLA adherence across teams
• Ensure proposals progress efficiently from intake to submission
• Track and resolve risks, delays, or conflicts in the proposal process

People Leadership & Team Management

• Directly manage Proposal Writers (workload, priorities, performance, coaching)
• Lead daily team huddles, Sales Strategy, and Sales Roundtable meetings
• Conduct weekly 1:1s focused on performance, blockers, and development
• Develop onboarding and ongoing training programs in partnership with SMEs
• Forecast team capacity vs. pipeline demand and adjust resources accordingly
• Step in to lead high-priority proposals or provide coverage during peak periods

Content Management & Quality Assurance

• Own Loopio as the single source of truth for proposal content
• Ensure content is accurate, compliant, consistent, and up to date
• Establish and enforce QA standards and processes
• Ensure all proposals undergo peer review and final QA prior to submission
• Act as final quality checkpoint before proposals are delivered
• Own loopio as the single source of truth for proposal content
• Ensure content is accurate, compliant, consistent, and up to date
• Establish and enforce QA standards and processes
• Ensure all proposals undergo peer review and final QA prior to submission
• Act as final quality checkpoint before proposals are delivered
• Own loopio as the single source of truth for proposal content
• Ensure content is accurate, compliant, consistent, and up to date
• Establish and enforce QA standards and processes
• Ensure all proposals undergo peer review and final QA prior to submission
• Act as final quality checkpoint before proposals are delivered

Pipeline, SLA & Workflow Governance

• Maintain strict SLA adherence across cross-functional partners
• Track deliverables from Underwriting, Pricing, Clinical, Legal, and Marketing
• Document SLA performance and drive remediation when needed
• Ensure proposal timelines align with calendar-driven milestones

Cross-Functional Coordination

• Partner with Sales, Underwriting, Pricing, Clinical, Legal, and Marketing to align on deliverables and timelines
• Ensure all proposal components (documents, pricing, attachments) are complete and accessible
• Escalate risks and issues to leadership appropriately
• Serve as the central coordination point for proposal-related activities

Reporting & Communication

• Deliver daily reporting on proposal status, risks, deadlines, and wins
• Ensure pipeline data is accurate and available for leadership visibility
• Compile quarterly reporting, including performance metrics and training logs
• Maintain centralized documentation, artifacts, and process records

Continuous Improvement

• Maintain ongoing team training cadence and identify knowledge gaps
• Conduct proposal reviews (win/loss analysis) to improve future performance
• Optimize templates, Loopio content, and workflows based on insights
• Drive process improvements to increase efficiency, accuracy, and scalability

Qualifications

• 3–6 years of experience in proposal/bid management or related operations roles, with exposure to regulated or highly structured industries (e.g., healthcare, finance)
• Proven project and team management skills, with the ability to lead cross-functional initiatives in fast-paced, deadline-driven environments
• Strong organizational, problem-solving, and multitasking abilities, with experience managing multiple priorities and SLA-driven workflows
• Proficiency with CRM and proposal management tools (e.g., Salesforce, Loopio), along with experience in pipeline tracking and reporting
• Excellent written communication, attention to detail, and data analysis capabilities to support high-quality proposals and performance insights