Proposal Operations Manager

Phaxis; New York (NY); Remote; USD 110,000 - 150,000; Full time

Job summary

Phaxis is seeking a Proposal Ops Manager to own the operational backbone of our proposal function. This role sits at the center of process, content, and reporting, ensuring SOPs are followed and content is accurate, while coordinating with offshore production teams for timely delivery.

You’ll build dashboards, govern the content library, and drive continuous improvements across the proposal lifecycle, reporting to BD leadership and collaborating with front-office strategists.

Qualifications

• 6+ years of experience in proposal management, bid coordination, or related operations.
• Experience with proposal/content management platforms (Loopio, Qvidian, RFPIO, or similar).
• Strong data and reporting skills; comfortable building dashboards and translating metrics into insights.

Responsibilities

• Own SOPs for the proposal function and ensure adherence across teams.
• Govern the content library and knowledge base, keeping material current and well tagged.
• Triage and resolve offshore output issues, escalating as needed for timely resolution.
• Own org-wide proposal reporting, including win/loss analysis and ROI metrics.
• Build recurring and ad hoc dashboards for leadership, translating data into actionable insights.
• Coordinate cross-functional meetings and track decisions and follow-ups.

Skills

Cross-functional coordination

Communication skills

Problem-solving

Process governance

SOP development

Attention to detail

Time management

Education

Bachelor's degree or equivalent

Tools

Loopio

Qvidian

RFPIO

Power BI

Tableau

Excel (PivotTables)

Job description

Job Title - Proposal Ops Manager Location - US remote Proposal Operations Manager

About the Role We're looking for a Proposals Coordinator to own the operational backbone of our proposal function. This role sits at the center of process, content, and reporting —ensuring the proposal organization runs consistently, our content library stays accurate and usable, off-shore delivery issues get resolved quickly, and leadership has clear visibility into performance. You'll work closely with front-office Proposal Strategists and off-shore production teams to keep the proposal engine running smoothly and continuously improving.

What You’re Doing

Process & Governance Own, document, and maintain Standard Operating Procedures (SOPs) for the proposal function, ensuring they reflect current best practices and are consistently followed Serve as the process governance lead —auditing adherence to SOPs, identifying gaps, and driving corrective action Continuously evaluate and refine proposal workflows to improve quality, speed, and consistency across teams

Content & Knowledge Management Govern the content library and knowledge base, ensuring content is accurate, current, properly tagged, and easy to retrieve Manage the content management platform, including access, structure, and ongoing administration Establish and enforce content review cycles and retirement schedules to prevent outdated material from being reused

Off-Shore Escalation & Quality Act as the primary escalation point of contact for issues arising from off-shore proposal output Triage and resolve quality, timeline, or process issues, looping in the right stakeholders as needed Track recurring off-shore issues and feed insights back into training, SOPs, or process changes

Reporting & Analytics Own org-wide proposal reporting, including win/loss analysis, volume trends, turnaround times, and ROI metrics Build and maintain recurring and ad hoc reports/dashboards for the Associate Director, BD leadership, and other stakeholders Translate data into actionable insights that inform resourcing, process improvements, and BD/proposal strategy

Cross-Functional Coordination Plan, organize, and facilitate the Proposals Bi-Weekly Scrum with front-office Proposal Strategists Track action items, decisions, and follow-ups from scrum sessions to ensure accountability Act as a connective point between front-office strategists, off-shore production, and the Associate Director, keeping BD leadership informed on process and performance

What We’re Looking For

• 6+ years of experience in proposal management, bid coordination, sales operations, or a related operational role
• Experience with proposal/content management platforms (e.G., Loopio, Qvidian, RFPIO, or similar)
• Familiarity with BI/reporting tools (Power BI, Tableau, Excel/PivotTables at an advanced level)
• Demonstrated experience creating and maintaining SOPs or process documentation
• Experience managing or governing a content library, knowledge base, or content management platform
• Strong data and reporting skills;comfortable building dashboards and translating metrics into insights
• Excellent coordination and facilitation skills, with experience running recurring cross-functional meetings
• Strong problem-solving skills and comfort acting as an escalation point under time pressure
• Excellent written and verbal communication skills
• Experience working with off-shore or distributed teams strongly preferred
• Bachelor's degree or equivalent experience
• Nice to Have Background in professional or technology services industries APMP certification or equivalent proposal management training