Proposal Operations Manager

Phaxis; New York (NY); Remote; USD 90,000 - 130,000; Full time

Job summary

Phaxis is seeking a Proposal Operations Manager to own the backbone of our proposal function, coordinating process, content, and reporting. You will partner with front-office Proposal Strategists and offshore production teams to ensure quality and timely deliverables while improving efficiency.

In this role, you will document SOPs, govern content libraries, manage the content platform, and provide visibility into performance through dashboards.

Qualifications

• 6+ years of experience in proposal management or related operational roles.
• Experience with proposal/content management platforms (Loopio, Qvidian, RFPIO).
• Advanced BI/reporting skills (Power BI, Tableau, Excel PivotTables).
• Experience governing a content library and SOP documentation.

Responsibilities

• Own SOPs for the proposal function and ensure adherence and continuous improvement.
• Govern the content library, manage the content platform, and enforce reviews.
• Serve as escalation point for offshore proposal output and quality issues.
• Own org-wide proposal reporting and dashboards for leadership.
• Coordinate cross-functional meetings and track actions and decisions.

Skills

Proposal management

Bid coordination

Process governance

Cross-functional coordination

Data reporting

Stakeholder communication

Off-shore collaboration

Meeting facilitation

Content governance

Education

Bachelor's degree or equivalent experience

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'll Do

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