Proposal Specialist - Bid Coordination & Content Mastery

Vialto UK & Ireland; Arkansas; On-site; USD 55,000 - 90,000; Full time

Job summary

Vialto UK & Ireland is seeking a Proposal Specialist to support Pursuit Strategists and Proposal Managers in developing, coordinating, and delivering high-quality client proposals across strategic and competitive pursuits. You will serve as a key contributor across coordination and content development; ensuring every submission is client-focused and aligned with our firm’s services and value proposition.

This role requires strong writing and editing capability, disciplined follow-through, and

Qualifications

• 2+ years’ experience in proposal writing, editing and bid support in a professional services, consulting, or B2B environment
• Excellent written English, with the ability to edit, simplify, and tailor content to different client audiences
• High attention to detail and strong document management skills
• Familiarity with proposal structures, formal RFP responses, and portals like Ariba, Jaggaer, or SAP
• Proficient in MS Word, PowerPoint, Adobe, and document formatting best practices
• Experience using tools like Loopio, Responsive, and SharePoint
• Proficient using AI in day-to-day work, especially Copilot and Claude

Responsibilities

• Review new RFPs and break down requirements, deadlines and deliverables
• Draft and tailor proposal content including executive summaries, service overviews, methodologies, bios, and case studies
• Edit inputs from SMEs to ensure clarity and client-ready language
• Apply proposal writing best practices to improve structure, readability, and responsiveness
• Load RFPs and materials into the proposal automation platform and manage project setup
• Maintain proposal timelines, task assignments and status updates
• Coordinate day-to-day proposal activity and follow-ups
• Create and maintain shared working folders with version control
• Support collaboration across contributors by consolidating inputs
• Prepare materials for kick-off sessions and check-in meetings
• Perform compliance checks against RFP instructions
• Support proposal submissions and post-submission administration
• Identify recurring content issues and elevate to Proposal Manager

Skills

Proposal writing

Editing

MS Word

PowerPoint

Adobe

SharePoint

Loopio

Responsive

AI tools

Tools

Ariba

Jaggaer

SAP

Job description

Vialto UK & Ireland is seeking a Proposal Specialist to support Pursuit Strategists and Proposal Managers in developing, coordinating, and delivering high-quality client proposals across strategic and competitive pursuits. You will serve as a key contributor across coordination and content development; ensuring every submission is client-focused and aligned with our firm’s services and value proposition.

This role requires strong writing and editing capability, disciplined follow-through, and