Proposal Specialist, Sales Effectiveness
Role Overview
The Proposal Specialist serves as the process owner of the proposal lifecycle, responsible for driving compliant, timely, and fully documented proposal execution. This role ensures structured governance across all phases – capture management, proposal management, executive review, submission, and debrief and refinement, while maintaining system-of-record integrity and cross-functional alignment.
Key Skills for This Role
Full Job Posting
Position Summary
The Proposal Specialist serves as the process owner of the proposal lifecycle, responsible for driving compliant, timely, and fully documented proposal execution. This role ensures structured governance across all phases – capture management, proposal management, executive review, submission, and debrief and refinement, while maintaining system-of-record integrity and cross-functional alignment.
Who We Are
We’re a $8+ billion dollar, rapidly growing workforce solutions provider in the healthcare industry. We deliver tech-enabled services that help healthcare organizations meet and manage their contingent labor needs. We build and manage tech-enabled marketplaces for national and local healthcare talent and deliver contingent labor management solutions through our proprietary software platform.
At Aya, we’re obsessed with creating exceptional experiences for our clients, clinicians and employees. In fact, we put employee satisfaction above all else. Our team members are responsible for incomparable customer experience and we know that happy employees are critical to maintaining happy clients. We foster an entrepreneurial, high-energy, low-bureaucracy culture and value innovative thinking and creative problem solving. We embrace diversity in thought and backgrounds unified by a commitment to high achievement. When you join Aya, you’ll be surrounded by teammates who care about you as an individual and leaders who will help you grow both personally and professionally.
Responsibilities
- Lead the RFP shred and develop the Proposal Project Plan outlining SME assignments, deadlines, compliance requirements, and escalation points
- Schedule and facilitate all Color Team meetings (Blue, Pink, Green, Red), ensuring adherence to governance timelines and structured checkpoints
- Monitor compliance, Q&A submissions, amendments, formatting requirements, pricing alignment, and version control throughout proposal development
- Escalate risks related to timelines, compliance gaps, or SME responsiveness to leadership as needed
- Facilitate Maroon and Gold Team review, incorporate Legal and Executive feedback, and manage final submission logistics
- Submit proposals in advance of deadlines, retain proof of submission, and maintain complete documentation within the system of record
- Lead internal debrief sessions, document lessons learned, and update proposal metadata to support continuous improvement.
Adaptability & Change Readiness
Demonstrate openness to evolving proposal processes and digital tools
Champion adoption of RFP Reimagine standards, gate review, and color team governance
Serve as a process advocate and change agent across workforce solutions, legal, finance, and SMEs
Maintain flexibility across shifting timelines and proposal complexity levels.
Required Skills & Experience
- 3–5 years’ experience in proposal coordination, project management, capture management, or operations
- Strong understanding of structured proposal methodologies (APMP, Shipley, or similar preferred)
- Experience managing cross-functional teams in deadline-driven environments
- Familiarity with government and commercial procurement processes
- Experience with proposal/project management tools (Responsive, Monday.com, SharePoint, etc.).
Knowledge
Understanding of the full proposal lifecycle from capture through debrief
Familiarity with gate reviews and color team governance structures
Knowledge of compliance requirements, documentation standards, and submission protocols
Working knowledge of pricing coordination processes and rate analysis integration
Understanding of system-of-record accountability and metadata tracking.
Skills
- Project Management – Ability to manage complex timelines and deliverables under tight deadlines
- Facilitation – Confident leading structured color team meetings and checkpoints
- Compliance Oversight – Ensure full adherence to RFP requirements
- Organization & Prioritization – Manage multiple concurrent proposals with clarity and control
- Technology Use – Skilled in proposal management platforms and documentation systems
- Problem-Solving – Identify risks and implement mitigation strategies and escalate when applicable
- Strong collaboration and interpersonal skills
Abilities
Drive structured, repeatable proposal governance
Maintain composure under compressed timelines
Enforce accountability across SMEs and stakeholders
Ensure auditable documentation of every proposal effort
Promote continuous improvement and operational discipline
Adapt to evolving tools and enterprise standards
Demonstrate ownership, professionalism, and attention to detail.
What We Offer
- Free premium medical, dental, life and vision insurance
- Generous 401(k) match
- Aya also offers other benefits to those that are eligible and where required by applicable law, including reimbursements and discretionary bonuses
- Aya provides paid sick leave in accordance with all applicable state, federal, and local laws. Aya’s general sick leave policy is that employees accrue one hour of paid sick leave for every 30 hours worked. However, to the extent any provisions of the statement above conflict with any applicable paid sick leave laws, the applicable paid sick leave laws are controlling
- Celebrations! We hit our goals and reward ourselves.
- Company-sponsored virtual events, happy hours and team-building activities are always on the horizon — plus, you get a special treat on your birthday!
- Unlimited DTO — we believe in time off!
- Virtual yoga, meditation or boot camp classes offered daily
Compensation
- Aya reasonably anticipates the pay scale for this position starting to between $39.90 to $42.26 which equates to $83,000 to $90,000 annually.
- The pay scale for this position may vary if applicant possesses experience outside of what Aya reasonably anticipates for this position. Bonuses are subject to the role and your manager’s discretion.
- Aya is an Equal Opportunity Employer (EEO), including Disability / Vets, and welcomes all to apply. Please click here for our EEO policy.
Requirements
- 3–5 years’ experience in proposal coordination, project management, capture management, or operations
- Strong understanding of structured proposal methodologies (APMP, Shipley, or similar preferred)
- Experience managing cross-functional teams in deadline-driven environments
- Familiarity with government and commercial procurement processes
- Experience with proposal/project management tools (Responsive, Monday.com, SharePoint, etc.).
- Project Management – Ability to manage complex timelines and deliverables under tight deadlines
- Facilitation – Confident leading structured color team meetings and checkpoints
- Compliance Oversight – Ensure full adherence to RFP requirements
- Organization & Prioritization – Manage multiple concurrent proposals with clarity and control
- Technology Use – Skilled in proposal management platforms and documentation systems
- Problem-Solving – Identify risks and implement mitigation strategies and escalate when applicable
- Strong collaboration and interpersonal skills
About Aya Healthcare Inc.
Healthcare staffing agency serving hospitals and clinicians with travel nursing, allied health, locums, and per diem jobs.
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