Proposal Manager

Vialto Partners; Warszawa; On-site; PLN 90,000 - 120,000; Full time

Job summary

A global mobility services firm is seeking a Proposal Manager to lead the development and delivery of client proposals for strategic pursuits. The successful candidate will coordinate with internal teams, ensuring proposals are on time and are tailored to clients' needs. This role requires over five years of experience in managing proposals within a professional setting, excellent English skills, and familiarity with various proposal tools. The position offers the flexibility of remote or hybrid work arrangements.

Qualifications

• 5+ years of experience managing bids in a professional services or consulting environment.
• Strong project-management skills with multiple deadlines.
• Excellent written English for editing and tailoring content.

Responsibilities

• Manage development and delivery of high-quality client proposals.
• Coordinate timelines and internal contributions for bids.
• Edit and proofread proposal content for clarity and compliance.

Skills

Project management

Client communication

Content editing

Proposal design

Tools

MS Word

PowerPoint

Adobe

Notion

Asana

Loopio

SharePoint

SAP

Jaggaer

Job description

Vialto Partners is a market leader in global mobility services. Our purpose is to ‘Connect the world’ and we are the only stand‑alone global mobility business, offering a unique opportunity to clients, stakeholders and colleagues worldwide.

About The Role

As a Proposal Manager, you will own the development, management and delivery of high‑quality client proposals for strategic and competitive pursuits. You will be the central coordinator, content developer and quality controller, ensuring every submission is client‑focused, deadline‑driven, and strategically aligned with Vialto’s services and value proposition.

What You’ll Do Every Day

• Review new RFPs or proposal requests, break down key requirements, deadlines and deliverables.
• Plan and manage the bid‑response timeline using task tools (e.g., Notion, Asana, Monday.com), coordinating internal contributors and ensuring adherence to deadlines.
• Host check‑ins with stakeholders (Sales, Delivery, Commercial) to align on value proposition, win themes and content responsibilities.
• Draft and tailor proposal content, including executive summaries, service overviews, methodologies, bios and case studies, using content libraries and templated assets.
• Edit and proofread contributions from SMEs and team members to ensure clarity, consistency and compliance with brand standards.
• Coordinate visuals and design assets (if needed), including timelines, team structures and solution illustrations.
• Package, format and finalise proposal documents (typically Word or PDF), ensuring submission‑readiness.
• Upload or submit final proposals to clients through portals, email or procurement systems.
• Track bid progress and update dashboards or records to reflect proposal status, win/loss data and key metrics.

Additional Responsibilities (Weekly/Ad‑Hoc)

• Lead or support kick‑off calls, clarifying roles, timelines and submission strategies.
• Participate in lessons‑learned reviews post‑submission and contribute to proposal process improvements.
• Help maintain and enhance a proposal content library, including reusable templates, bios, case studies and FAQ responses.
• Support compliance and governance checks, including pricing attachments, contract schedules or terms review (in collaboration with legal or deal desk).
• Occasionally coach or mentor junior proposal writers or freelancers on structure, tone and timelines.

What You Bring

• 5+ years’ experience managing bids, proposals or responses in a professional services, consulting or B2B environment.
• Strong project‑management and coordination skills; thrives on juggling multiple deadlines and stakeholders.
• Excellent written English, with the ability to edit, simplify and tailor content to different client audiences.
• Familiarity with proposal structures, formal RFP responses and portals such as Ariba, Jaggaer or SAP.
• Proficiency in MS Word, PowerPoint, Adobe and document‑formatting best practices.
• Bonus: experience with tools such as Loopio, Responsiv and SharePoint.

Key Attributes for Success

• Client‑ and deadline‑focused – able to calmly manage pressure and high‑stakes submissions.
• Meticulous attention to detail with a strong sense of ownership.
• Comfortable operating independently but highly collaborative across functions.
• Driven by continuous improvement, storytelling and professional pride in the quality of work.

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.
• Build deep expertise in proposal strategy, writing and commercial storytelling.
• Opportunities for advancement into senior pursuits, bid strategy or commercial operations roles.

Additional Information

• Location: Remote / Hybrid / Global
• We are an equal‑opportunity employer that does not discriminate on the basis of any legally protected status.

Please note, AI is used as part of the application process.