Proposal Specialist

Who We Are:

Founded in 1982, WPO is the largest independent provider of holistic wellbeing solutions. Through our customized programs and comprehensive global network of credentialed providers and professionals, we support individuals to become healthier, happier and more productive both personally and professionally. Trusted by 51% of Fortune 500 companies, we deliver high‑quality care digitally and in‑person to over 75 million individuals across 116,000 organizations in more than 200 countries and territories.

At WPO, you will be joining a team that is committed to improving employee wellbeing around the world.

Location: Belgium

Onsite/Hybrid/Remote: Remote

Required

Languages:

English, French and Dutch

Required Experience: 5+ years

As a Proposal Specialist, you will manage the proposal process from RFP receipt to submission. This includes assessing compliance requirements, identifying risks, scheduling and facilitating meetings, creating templates, identifying boilerplate content, and collecting core qualification materials (e.g., resumes, biographies, project qualifications, references, certifications, company information). You will also be responsible for assigning responsibilities, monitoring working drafts, editing and formatting drafts, and submitting final materials via email, web portal, or hard copy shipment.

Collaboration with various departments to gather necessary information, ensure proposals are accurate and compelling, and meet submission deadlines is essential.

• Develop and write high‑quality proposals in response to RFX and other solicitation documents.
• Gather necessary information from internal stakeholders and ensure proposals align with client needs and company capabilities.
• Create proposal outlines and compliance matrices to meet all requirements.
• Identify gaps or areas for improvement and address them with SMEs and the SAM Lead.
• Manage, coordinate, and track daily proposal activities.
• Communicate and follow up on all data calls, review data received, and request validation/correction as needed.
• Follow colour review procedures and ensure content complies with RFX and WPO standards.
• Enhance bids with clear, accessible written content.
• Write bespoke answers to customer questions.
• Include customer‑focused sales messages (win themes).
• Develop and edit simple graphics or tabular presentations.
• Identify risks and opportunities.
• Participate in and/or lead meetings to develop win themes and proposal development strategies.

• Perform project close‑out by providing new content to the Content Manager for review and insertion into the Content Library.

• Provide quality assurance and best practice reviews for all proposal documents.
• Train new proposal contributors on WPO’s proposal process and best practices.
• Share lessons learned with proposal team and external teams on a quarterly basis.
• Prepare and present reports to senior management.
• Perform peer reviews and provide constructive feedback to improve junior proposal developers’ output.
• Perform FOIA requests and complete SWOT analysis based on responses.
• Serve as a reviewer for formal reviews (pink, red, white) or as a compliance reviewer on major pursuits.
• Lead debrief meetings and gather client feedback to support continuous improvement.
• Lead the preparation of presentation and interview materials.
• Contribute to internal training on core processes, tools, practices, or special topics.
• Lead the writing of proposals, including executive summaries, past performance, management approaches, and resumes/staffing for major pursuits.
• Mentor junior and intermediate proposal specialists/developers.
• Manage multiple proposals, focusing on project management and quality assurance.

• Participate in and/or lead meetings to develop win themes and proposal development strategies.
• Collaborate with SAM leads, SMEs, corporate resources (Legal, Finance, HR, Marketing), and other collaborators to develop and refine proposals.
• Coordinate with SMEs, sales, marketing, and other departments to obtain necessary input for proposals.
• Facilitate proposal review meetings…