Proposal Writer

Role Profile: Proposal Writer / Bid Manager

Role Title: Proposal Writer / Bid Manager

Department:

Location:

Reporting To:

Head of Proposals / Director – Business Development

Role Purpose:

The Proposal Writer / Bid Manager is responsible for managing end-to-end proposal creation for IT services and staffing engagements. This includes reviewing RFPs, coordinating stakeholder inputs, structuring proposals, ensuring compliance, and delivering persuasive, customer-focused content across bid types. The role is a key contributor to business growth and win-rate improvement through strategic proposal development.

Key Responsibilities:

Functional Responsibilities

• Create compelling, customized, and compliant proposals across various bid types (RFPs, RFIs, RFQs).
• Manage full proposal lifecycle including kick-off meetings, task delegation, and submission.
• Review and analyze RFPs/RFQs for compliance, eligibility, and key evaluation criteria.
• Align proposals with client goals, differentiators, and solution value propositions.
• Structure proposal documents logically and persuasively.
• Guide stakeholders on bid/no-bid decisions based on RFP assessments.
• Ensure familiarity and alignment with NDAs, T&Cs, and MSAs.

Technical Responsibilities

• Format proposals, pricing sheets, and supporting documents using MS Office tools.
• Utilize proposal automation tools such as RFPIO, Loopio, Qvidian, or similar.
• Maintain and update content libraries for reusable proposal assets.
• Leverage document management systems like SharePoint or Confluence for version control.
• Submit proposals via bid portals such as SAP Ariba, Salesforce, GeM, and Jagger.

Personal Effectiveness

• Write concise, persuasive, and audience-specific content aligned with buyer personas.
• Manage timelines, dependencies, and versioning across multiple proposals.
• Ensure accuracy, formatting quality, and complete compliance in every submission.
• Collaborate closely with internal teams (SMEs, Sales, Legal, HR, Finance).
• Deliver under tight deadlines while adapting to diverse industries and geographies.

Required Competencies:

Category Competency Proficiency Level

Functional

End-to-End Proposal Management incl. Commercials Advanced

RFP/RFQ Compliance Review Expert

Client-Centric Proposal Alignment Advanced

Logical Proposal Structuring Advanced

RFP Pursuit Advisory Intermediate

NDAs, T&Cs, MSAs Familiarity Intermediate

Technical

Proposal Tools (RFPIO, Loopio, Qvidian, XaitPorter) Working Knowledge

Content Library Management Working Knowledge

SharePoint / Confluence Working Knowledge

Bid Portals (Ariba, Salesforce, GeM, Jagger) Working Knowledge

Personal

Project Management & Coordination Advanced

Attention to Detail Advanced

Cross-functional Collaboration Advanced

Time Management Advanced

Adaptability Across Domains & Regions Advanced

Education & Experience:

• Education

  : Bachelor's degree in communications, IT, Business, or a related field (preferred).

• Experience

  : 5+ years in proposal writing, bid management, or presales roles within IT services or government contracting environments.

Preferred Qualifications:

• APMP Certification or equivalent
• Familiarity with U.S. or global public sector procurement processes
• Understanding of pricing models, including BOT (Build–Operate–Transfer)

Success Indicators (KPIs):

• Proposal win rate and shortlist percentage
• Compliance accuracy and submission timeliness
• Stakeholder feedback and collaboration score
• Quality and reusability of content
• Efficiency in managing multiple concurrent bids