Proposal manager (us/can)

Company Description

Join the leader in global work. Vialto helps leading organizations identify, develop, and execute their workforce priorities with confidence. Our practice areas include global tax, immigration, rewards, advisory and Vialto private and our team is the gold standard in navigating the complexities of cross-border compliance, and workforce strategies. We look for people our clients and assignees can count on to thoughtfully deliver clear solutions to complex problems.

To be the best in the business, we cultivate a dynamic, highly collaborative culture that fuels the growth of our people. We invite you to inquire boldly, learn deeply, and grow endlessly with us. You’ll work alongside recognized experts, shaping people-first, technology-driven solutions that drive the future of work. We help our clients achieve their goals and imagine new possibilities. And we can do the same for you. Whatever your aspirations, Vialto can help you find your way.

Job Description

As a Proposal Manager, you will take ownership of developing, managing, and delivering high-quality client proposals across strategic and competitive pursuits. You will serve as the project manager, content developer, and quality controller; ensuring every submission is client-focused, deadline-driven, and strategically aligned with our firm’s services and value proposition.

This role requires a balance of project management, persuasive writing, and collaboration with subject matter experts (SMEs), delivery leaders, and commercial teams. It is critical that the successful candidate has a growth mindset, challenging the status quo, and ensuring the best of Vialto is brought to our bid team and our proposals.

Responsibilities include but are not limited to:

Daily Core Activities

• Review new RFPs or proposal requests allocated to you and break down key requirements, deadlines, and deliverables.
• Develop proposal storylines, win themes, and section outlines aligned to the defined win strategy.
• Host daily or scheduled check-ins with stakeholders (Sales, Delivery, Commercial) to align on value proposition, win themes, and content responsibilities.
• Draft and tailor proposal content, including executive summaries, service overviews, methodologies, bios, and case studies, using content libraries and templated assets.
• Edit and proofread contributions from SMEs and team members to ensure clarity, consistency, and compliance with brand standards.
• Coordinate visuals and design assets (if needed), including timelines, team structures, and solution illustrations.
• Package, format, and finalize proposal documents (typically Word or PDF), ensuring submission-readiness.
• Upload or submit final proposals to clients through portals, email, or procurement systems.
• Track bid progress and update dashboards or records to reflect proposal status, win/loss data, and key metrics.
• Develop pitch decks and support presentation teams with orals coaching.

Additional Responsibilities (Weekly/Ad Hoc)

• Lead or support kick-off calls, clarifying roles, timelines, and submission strategies.
• Participate in lessons-learned reviews post-submission and contribute to proposal process improvements.
• Help maintain and enhance a proposal content library, including reusable templates, bios, case studies, and FAQ responses.
• Support compliance and governance checks, including pricing attachments, contract schedules, or terms review (in collaboration with legal or deal desk).
• Occasionally, coach or mentor junior proposal writers or freelancers on structure, tone, and timelines.

Qualifications

• 5+ years’ experience managing bids, proposals, or responses in a professional services, consulting, or B2B environment.
• Strong project management and coordination skills; thrives on juggling multiple deadlines and stakeholders.
• Excellent written English, with the ability to edit, simplify, and tailor content to different client audiences.
• 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.

Key Attributes for Success

• Client and deadline-focused — able to calmly manage pressure and high-stakes submissions.
• Meticulous attention to detail with a strong sense of ownership.
• Comfortable operating independently but highly collaborative across functions.
• Driven by continuous improvement, storytelling, and professional pride in the quality of work.

Why This Role?

• Play a pivotal role in winning new business for a fast-growing global services firm.
• Work closely with leadership and experts on high-impact, global opportunities.
• Build deep expertise in proposal strategy, writing, and commercial storytelling.
• Opportunities for advancement into senior pursuits, bid strategy, or commercial operations roles.

Additional Information

This is a regular, full-time role.

This is a remote role.

Location: U.S. or Canada

Salary: $118-$128K U.S. and $95-$115K CAD. Individual salaries are based on education, geographic location, and alignment to the market data.

We are an equal opportunity employer that does not discriminate based on any legally protected status.

Please note, AI is used as part of the application process.