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Proposal Manager
Proposal ManagerStefanini North America and APAC • Allentown, PA, US
Proposal Manager

Proposal Manager

Stefanini North America and APAC • Allentown, PA, US
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  • [job_card.full_time]
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Job Description

Title : Associate Program Manager, Proposal Management

Contract : 3+ Months (Contract to hire)

Work Location : Yardley, PA office (T / W / TH onsite) - Hybrid

Position Summary

The Associate Program Manager for Proposal Management supports successful business development efforts by owning the coordination of the deliverables and deadlines associated with the proposal development process and effective RFP response. This role will report to the Director, Competitive Insights and RFP Response. This position helps ensure that RFP / RFI / Security / Compliance requests are compliant and delivered on time, while fostering collaboration across departments to align proposals with organizational strategy. Key responsibilities include managing proposal schedules, timely response completion, scheduling content reviews, and timely final submissions, while fostering strong relationships with internal and external stakeholders to support the overall strategy for winning new business.

Key Responsibilities

Proposal Lifecycle Management :

  • Oversee all phases of the proposal lifecycle timeline and deliverables, from receiving a Request for Proposal (RFP) to final submission.
  • Supports the Interpretation and analysis of complex RFP requirements and instructions.
  • Contributes to the development of proposal strategies and participates in business development meetings to align proposals with organizational goals.
  • Helps identify critical compliance elements and ensure proposals address evaluation criteria effectively.
  • Supports the timely and compliant submission of proposals with established timelines and budgets

RFP Program Management

  • Assists in the end-to-end RFP process including intake, eligibility, win strategy solidification and communication, project planning, content development, executive reviews and timeliness of final submission.
  • Owns the proposal calendar, timelines and deliverables ensuring all stakeholders are aligned and deadlines are met.

    • Team Coordination :

  • Collaborates directly with the ELT members of each cross-functional team (e.g., Sales, Product Marketing, Marketing, Product & Engineering, Finance) to gather necessary information and ensure alignment with the RFP specifications.
  • Facilitates intake and win strategy meetings and executive involvement ensuring strategic messaging and client alignment.
  • Supports sales teams with custom responses for RFIs, security questionnaires and related documentation.
  • Facilitates proposal review meetings, kickoff sessions, and other key meetings to facilitate progress and secure internal approvals.
  • Assign and track responsibilities to ensure timely contributions from all stakeholders.
  • WorkRFP Analysis : Interpret and analyze RFP requirements and instructions to ensure the proposal is fully compliant and competitive.
  • Act as a liaison between internal teams, clients, and vendors, coordinating activities and ensuring effective communication.

    • Continuous Improvement & Insights

  • Track proposal performance metrics including win rates, feedback, cycle times, win / loss and present findings in monthly KPI deck.
  • Lead post-mortem reviews to identify lessons learned and consolidate improvements for review and implementation
  • Artifact and Document management :
  • Create, maintain, and update program management process documents, proposal templates, and the proposal and budget template to ensure consistency and efficiency.
  • Maintain organized proposal documentation and version control.
  • Prepare internal and external reports, including status updates, compliance matrices, and executive summaries. Maintain training artifacts and documentation
  • Maintain central repository of proposal content, templates and standard responses.

    • Key Skills and Qualifications

  • 2-4+ years of experience in proposal management, program management or business development role. Project Management Skills : Strong ability to manage multiple assignments, develop timelines, and ensure projects stay on track with supervision.
  • Analytical Skills : Demonstrated capability to analyze complex RFP requirements and synthesize complex information with guidance
  • Communication & Interpersonal Skills : Excellent written and verbal communication skills to coordinate with diverse teams and facilitate meetings effectively.
  • Organizational Skills : Meticulous organization of proposal documentation, databases, and filing systems.
  • Technical Proficiency : Experience with proposal management software (Loopio), GSuite of products, (Sheets, Docs, Slides), Salesforce, and other relevant tools is often required.
  • Experience working in a deadline-driven, sales-first environment, with a storing sense of urgency.
  • Bachelor's Degree : A bachelor's degree in a related field, such as business or a technical area, is preferred
  • Proven ability to work effectively with executive leadership and sales organizations on client facing deliverables.
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