Own the end-to-end project management of all proposal responses, including timeline development, task assignment, compliance tracking, and on-time submission
Support the evaluation of incoming RFPs/RFIs/RFQs to assess fit and develop go/no-go recommendations in partnership with Sales and Business Operations
Build and manage proposal schedules, ensuring all internal contributors know their deadlines, deliverables, and review milestones
Manage compliance matrices and ensure every submission requirement is addressed and accounted for in partnership with Sales, Marketing, Product and Solutions Engineering.
Coordinate proposal production logistics: formatting, packaging, electronic or physical submission, and post-submission follow-up
Serve as the central hub for proposal activity, coordinating inputs from Account Executives, Account Managers, Solutions Engineers, Marketing, Partnerships, Customer Success, and Business Operations
Manage the operational components of each proposal, thereby freeing account owners to focus on agency-specific content
Facilitate internal reviews and ensure feedback is incorporated before submission deadlines
Partner with Solutions Engineers on technical response sections and with Partnerships on subcontractor and integration content
Own the end-to-end proposal process across RFPs, RFIs, and proactive procurement processes, serving as the central coordinator across account owners, sales engineers, marketing, and product teams to produce professional and cohesive proposals.
Drive content assembly by sourcing and adapting material from a content library and/or prior submissions, leveraging subject matter experts for written contributions, and editing for consistency, clarity, and alignment with each agency's specific context and goals.
Manage the visual asset workflow — pulling screenshots, adapting graphics, writing graphic descriptions — to ensure every proposal meets a high visual and professional standard.
Maintain and continuously improve Swiftly's proposal template library, ensuring templates reflect current product capabilities, implementation methodology, and competitive positioning
Build and manage a centralized content library of reusable proposal responses, organized for quick retrieval and easy customization
Conduct win-loss analysis on completed proposals to identify patterns and improve future submissions
Leverage AI tools to improve proposal efficiency — from drafting initial responses to reviewing compliance and identifying content gaps
Own RFP forecasting and tracking in partnership with Sales and Business Operations, providing visibility into upcoming solicitations and resource requirements
Develop and maintain operational reporting on proposal volume, win rates, resource utilization, and process bottlenecks
Build onboarding and enablement materials so GTM team members understand proposal processes, templates, and their roles in a response
Establish proposal management best practices that scale as Swiftly's pipeline and product portfolio grow

Requirements

3+ years of experience in proposal management, bid management, or RFP coordination — ideally in a B2B SaaS, govtech, or public-sector sales environment
Proven ability to project-manage complex, multi-stakeholder deliverables with firm deadlines
Experience with government procurement processes (RFPs, RFIs, RFQs) and familiarity with public-sector evaluation criteria and compliance requirements
Excellent writing and editing skills, with an eagle eye for grammar and a strong sense of company voice
Exceptional organizational skills — you can manage multiple concurrent proposals without dropping details
Strong cross-functional collaboration skills; you're comfortable working with Sales, Engineering, Marketing, and executive stakeholders simultaneously
Experience building and maintaining proposal content libraries, templates, and process documentation
Comfort with AI-powered tools (e.g., Claude, proposal management software) and a drive to find efficiencies through technology
Transit, transportation, or govtech industry experience is a strong plus but not required

Benefits

Competitive salary
Equity compensation for every employee
Medical, Dental and Vision
Retirement with Employer Match
Flexible Spending Account (FSA)
Home office setup reimbursement
Monthly cell/internet reimbursement
Monthly "Be Well" stipend
Flexible PTO with a recommended minimum
Flexible work environment
16 paid holidays, including holidays in months without US national holidays
12 fully paid weeks of leave for child birth/adoption

Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools

proposal managementbid managementRFP coordinationproject managementcontent library managementwritingeditingcompliance trackingwin-loss analysisgovernment procurement processes

Soft Skills

organizational skillscross-functional collaborationattention to detailtime managementcommunication skills