Associate Program Manager, Proposal Management

Job Title:
Associate Program Manager, Proposal Management

Location:
Yardley PA 19067

Duration: 3 Months

Mode of work: HYBRID to the Yardley office (T/W/TH onsite)

Schedule: 1st shift

Pay Rate: $39/hour on W2 – Without Benefits and Annual salary 65K – 70K if it converts to FTE

Position Summary

The Associate Program Manager for Proposal Management supports successful business development efforts by owning the coordination of the deliverables and deadlines associated with the proposal development process and effective RFP response. This role will report to the Director, Competitive Insights and RFP Response. This position helps ensure that RFP/RFI/Security/Compliance requests are compliant and delivered on time, while fostering collaboration across departments to align proposals with organizational strategy.

Key Responsibilities

• Oversee all phases of the proposal lifecycle timeline and deliverables, from receiving a Request for Proposal (RFP) to final submission.
• Support the interpretation and analysis of complex RFP requirements and instructions.
• Contribute to the development of proposal strategies and participate in business development meetings to align proposals with organizational goals.
• Identify critical compliance elements and ensure proposals address evaluation criteria effectively.
• Ensure timely and compliant submission of proposals with established timelines and budgets.
• Assist in the end-to-end RFP process including intake, eligibility, win strategy solidification and communication, project planning, content development, executive reviews and timeliness of final submission.
• Own the proposal calendar, timelines and deliverables ensuring all stakeholders are aligned and deadlines are met.
• Collaborate directly with the ELT members of each cross-functional team (Sales, Product Marketing, Marketing, Product & Engineering, Finance) to gather necessary information and ensure alignment with the RFP specifications.
• Facilitate intake and win strategy meetings and executive involvement ensuring strategic messaging and client alignment.
• Support sales teams with custom responses for RFIs, security questionnaires and related documentation.
• Facilitate proposal review meetings, kickoff sessions, and other key meetings to facilitate progress and secure internal approvals.
• Assign and track responsibilities to ensure timely contributions from all stakeholders.
• Interpret and analyze RFP requirements and instructions to ensure the proposal is fully compliant and competitive.
• Act as a liaison between internal teams, clients, and vendors, coordinating activities and ensuring effective communication.
• Track proposal performance metrics including win rates, feedback, cycle times, win/loss and present findings in monthly KPI deck.
• Lead post-mortem reviews to identify lessons learned and consolidate improvements for review and implementation.
• Create, maintain, and update program management process documents, proposal templates, and budget templates to ensure consistency and efficiency.
• Maintain organized proposal documentation and version control.
• Prepare internal and external reports, including status updates, compliance matrices, and executive summaries; maintain training artifacts and documentation.
• Maintain a central repository of proposal content, templates, and standard responses.

Key Skills and Qualifications

• 2-4+ years of experience in proposal management, program management or business development role.
• Project Management
  
  Skills:
  
  Strong ability to manage multiple assignments, develop timelines, and ensure projects stay on track with supervision.
• Analytical
  
  Skills:
  
  Demonstrated capability to analyze complex RFP requirements and synthesize complex information with guidance.
• Communication & Interpersonal
  
  Skills:
  
  Excellent written and verbal communication skills to coordinate with diverse teams and facilitate meetings effectively.
• Organizational
  
  Skills:
  
  Meticulous organization of proposal documentation, databases, and filing systems.
• Technical Proficiency:
  Experience with proposal management software (Loopio), GSuite products (Sheets, Docs, Slides), Salesforce, and other relevant tools.
• Experience working in a deadline-driven, sales-first environment, with a strong sense of urgency.
• Bachelor's Degree in a related field, such as business or a technical area, is preferred.
• Proven ability to work effectively with executive leadership and sales organizations on client-facing deliverables.