Bid Coordinator/Specialist
Role Overview
As a Proposal Specialist you will support Pursuit Strategists and Proposal Managers in developing, coordinating, and delivering high-quality client proposals across strategic and competitive pursuits.
You will serve as a key contributor across coordination and content development; ensuring every submission is client-focused and aligned with our firm’s services and value proposition.
This role requires strong writing and editing capability, disciplined follow-through, and effective collaboration with subject matter experts (SMEs), delivery leaders, and commercial teams.
The role is delivery-oriented ensuring proposals are accurate, compliant, well-written, and submitted on time.
Key Skills for This Role
Full Job Posting
Qualifications
- 2+ years’ experience in proposal writing, editing and bid support in a professional services, consulting, or B2B environment
- Excellent written English, with the ability to edit, simplify, and tailor content to different client audiences
- High attention to detail and strong document management skills
- Familiarity with proposal structures, formal RFP responses, and portals like Ariba, Jaggaer, or SAP
- Proficient in MS Word, PowerPoint, Adobe, and document formatting best practices
- Experience using tools like Loopio, Responsive, and SharePoint
- Proficient using AI in day-to-day work, especially Copilot and Claude
- Key Attributes for Success
- Execution focused with a strong sense of ownership for assigned tasks
- Meticulous attention to detail with a focus on quality
- Able to work to direction and deliver consistently under time pressure
- Strong interpersonal communication skills
- Ability to prioritize and handle multiple tasks simultaneously
- Why This Role?
- Play a pivotal role in winning new business for a fast-growing global services firm.
- Work closely with leadership and experts on high-impact, global opportunities.
- Develop deep expertise in proposal writing and editing within a growing proposal environment.
- Opportunities for advancement into senior pursuits, bid strategy, or commercial operations roles.
- We are an equal opportunity employer that does not discriminate on the basis of any legally protected status.
Responsibilities
- Support Proposal Managers by reviewing new RFPs/proposal requests and breaking down requirements, deadlines and deliverables
- Draft and tailor proposal content, including executive summaries, service overviews, methodologies, bios, and case studies, using content libraries and templated assets.
- Edit and refine inputs from subject matter experts (SMEs) to ensure clarity, consistency, and client ready language
- Apply proposal writing best practices to improve structure, readability, and responsiveness to client requirements
- Load RFPs and proposal materials into the proposal automation platform and ensure projects are set up correctly
- Maintain proposal timelines, task assignments, and status updates within the proposal tool
- Coordinate day-to-day proposal activity, tracking inputs, sending reminders, and managing follow-ups
- Create and maintain shared working folders and ensure documents are accurately version controlled
- Support collaboration across contributors by managing working drafts and consolidating inputs
- Support proposal kick-off sessions, check-in meetings, and oral prep calls by preparing materials, documenting actions, and tracking follow-ups
- Perform compliance and completeness checks against RFP instructions prior to review and submission
- Support proposal submission activities, including uploads to client portals where required
- Assist with post-submission administration, including archiving materials and updating proposal records
- Identify recurring content and process issues and escalate to the Proposal Manager or Content Manager
About Vialto Partners
Provides global mobility, tax, and immigration compliance services.
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