Proposal Manager

Illumia; Scottsdale (AZ); Hybrid; USD 64,000 - 85,000; Full time

Benefits offered by this job

Flexible time off

Health, dental & vision insurance

Employee assistance program (EAP)

Life insurance/AD&D

FSA or HSA

401(k) matching

Employee stock purchase plan

Job summary

Illumia is seeking a Proposal Manager to join the Proposal Team. The role is an individual contributor responsible for end-to-end RFP coordination with Sales, Contracts, Legal, and other units.

You will drive responses, manage deadlines, maintain content repositories, and lead kickoff meetings to define milestones and deliverables, ensuring compliance and timely submissions. At Illumia you’ll work in a fast-paced, collaborative environment, leveraging SharePoint, MS Word/Excel, Teams, and AI

Qualifications

• SBachelor’s degree preferred with PM/Proposal Mgmt cert (APMP).
• 4+ years proposal coordination and/or PM experience with cross‑functional teams.
• Experience writing sales proposals and RFP responses.

Responsibilities

• Lead all aspects of RFP coordination with Sales, Contracts, Legal, Security, HR, and others.
• Drive end-to-end response process, manage SME inputs and deadlines.
• Maintain response trackers, status reports, and submission readiness.
• Lead project milestones, kickoff calls, and content reuse for future bids.
• Ensure compliance, attachments, forms, and portal steps are completed.
• Utilize SharePoint, Word, Excel, Teams, RFPIO, Adobe Acrobat, and AI tools.

Skills

Proposal Management

Bid Strategy

Coaching

Problem Solving

Influence Without Authority

Self-Motivated

Sales Tactics

APMP

Project Management

MS Word

MS Outlook

MS Excel

Online Collaboration Tools

Education

Bachelor's degree

APMP Certification

Tools

Microsoft Word

Microsoft Outlook

Microsoft Excel

Online Collaboration tools

Job description

Who We Are

Illumia is an industry leader in bringing the best integrated technology solutions to education, healthcare, and business campuses worldwide. Illumia was built on the collective expertise of two legacy cultures, and brings together people, technology, and insight to pioneer the art of the experience across the communities we serve. Be a part of this exciting organization and improving the lives of people doing mission-critical work.

Base Salary: $64,400 - $85,000

Who We Are

Illumia is an industry leader in bringing the best integrated technology solutions to education, healthcare, and business campuses worldwide. Illumia was built on the collective expertise of two legacy cultures, and brings together people, technology, and insight to pioneer the art of the experience across the communities we serve. Be a part of this exciting organization and improving the lives of people doing mission-critical work.

This position is hybrid if local to our office in Alpharetta, GA or Scottsdale, AZ.

Alpharetta, GA - 1125 Sanctuary Parkway, Ste 220, Alpharetta, GA 30009

Scottsdale, AZ - 18700 N. Hayden Rd, Ste 230, Scottsdale, AZ 85255

Why join our team?

We strive to provide the best customer experience in the industry and have succeeded with a single, strong motivating principle: We serve our user community.

Our success and growth are directly attributed to our people. Our newly named company is dedicated to fostering a culture of integrity, respect, and continuous personal development. We maintain an entrepreneurial spirit, where creativity, innovative problem-solving, and learning agility drive our day-to-day actions.

What You’ll Be Doing

The Proposal Manager within the Proposal Team is an individual contributor who will play an integral role in the team's success. Specifically, the Proposal Manager will:

• Manage/Lead all aspects of RFP and coordination, including acting as a liaison with all business units needed to provide information to complete the RFP requirements (Sales, Contracts, Legal, Security, HR, etc.).
• Drive the response process end-to-end, facilitating SME inputs, managing deadlines, and escalating risks to keep submissions on track.
• Maintain response trackers, status reporting, and submission readiness. Monitor client communication and responses during preparation of tender.
• Lead planning calls to understand the complete project, history, win themes, potential red flags, and gain agreement on project milestones and deliverables.
• Manage RFP kickoffs: requirements, compliance matrix, responsibilities, internal deadlines.
• Content library/knowledge management: maintaining boilerplate, reuse, and past responses and assist in creating new content.
• Compliance review: ensuring every requirement is answered, attachments included, forms signed, portal steps completed.
• Leverage Project Tools/process Including: SharePoint, Microsoft Word, Excel, and Teams, Responsive (formerly RFPIO), Adobe Acrobat, and AI tools including Copilot and Claude
• Final assembly: converting to PDF, naming conventions, portal uploads, validating rendering, page limits, etc.
• Version control in collaborative authoring
• Stay current on proposal best practices and market trends.

Who You’ll Work With

The Proposal Manager works closely with stakeholders across the organization, including Sales, Contracts, Legal, Client Success, and others, to develop comprehensive, high-quality responses.

What You Bring To The Table

• Proposal Management subject matter expertise (or equivalent)
• Bid Strategy subject matter expertise (or equivalent)
• Ability to train and coach more junior team members.
• Ability to independently solve complex problems.
• Ability to influence without direct authority.
• A self-motivated, quick learner who has a desire to win business through the RFP process. understands Sales tactics and methodologies.
• Bachelor’s degree desired—with preference given to additional Project Management or Proposal Management Certification (APMP)
• Minimum 4+ years proposal coordination experience and/or project management experience, having worked with multiple internal/external groups at all levels of an organization.
• Minimum 4+ years’ experience writing sales proposals and/or responding to RFPs.
• Experience writing large-scale, complex bids for US$ 500K+ value with proven success.
• Proven ability to manage time, multitask, and excel in a deadline-oriented environment while supporting several proposal projects simultaneously.
• Software skill requirements:
• Microsoft Word: Expert Microsoft Word skills. Extensive experience with styles, mid-to-high level formatting techniques, and editing drafts for format, appearance, and consistency with corporate styles.
• Microsoft Outlook: advanced skills.
• Microsoft Excel: high level
• Online Collaboration tools – proficient in running an online meeting.

What’s Good To Know

The Proposal Team operates collaboratively, works at a fast pace, and executes projects with precision to meet critical deadlines.

This position is classified as EXEMPT under the Fair Labor Standards Act (FLSA) and applicable state wage-and-hour laws.

What You Get When You Join Our Team

• Flexible time off to include paid holidays and volunteer time
• Robust health, dental, and vision insurance plans on your first day of employment
• Comprehensive employee assistance program (EAP)
• Employer-paid life insurance/AD&D/short-term and long-term disability insurance
• Flexible spending account (FSA) or health savings account (HSA)
• Matched 401(k)
• Employee stock purchase plan

Base salary offers for this position may vary based on factors such as location, skills, and relevant experience. Some positions may include additional compensation in the form of bonus, equity, or commissions.

Your personal information will be handled in accordance with Illumia's Candidate Privacy Notice

Illumia is an equal employment opportunity employer and considers qualified applicants for employment without regard to race, gender, age, religion, national origin, marital status, disability, sexual orientation, protected military/veteran status, or any other protected factor.