(RFx) Proposal Specialist

Job Title            (RFx) Proposal Specialist

Department   Business Development

Company        Architecture in Motion

Location           Remote

Reporting To  Director of Business Development & Client Solutions/Partnerships

Job Summary:

The RFx Proposal Specialist will be responsible for the end-to-end management, coordination, and production of high-quality, persuasive responses to formal procurement requests, including Requests for Proposal (RFPs), Requests for Information (RFIs), and Requests for Quotation (RFQs) (collectively, RFx). This role is critical in helping AIM secure new contracts for its Cloud Managed Services, API solutions, and IT architecture consulting.

Key Responsibilities:

RFx Management and Strategy

Own the Process: Manage the entire RFx lifecycle from initial request receipt through submission and follow-up.

Bid/No-Bid Decision: Facilitate and document the bid/no-bid decision process in collaboration with Sales, Leadership, and technical teams.

Timeline and Compliance: Establish and enforce strict timelines, ensuring all submission deadlines are met and all responses are 100% compliant with client instructions.

Q&A Management: Coordinate the internal and external Question and Answer (Q&A) process, ensuring clarity for vendors and maintaining a fair process.

Content Development and Writing

Drafting: Write, edit, and proofread clear, professional, and compelling proposal content, tailoring boilerplate text to fit the client's specific requirements and pain points.

Content Library: Maintain and continuously improve the company's central Knowledge Management library (often called a "Proposal Automation" or "Document Library"), updating standard answers, technical diagrams, and pricing language.

Technical Accuracy: Work with Subject Matter Experts (e.g., Cloud Architects, Managed Services Experts, Security Experts) to translate complex technical solutions into clear, benefit-driven language.

Collaboration and Reporting

Stakeholder Coordination: kick-off meetings and status calls, tracking contributions from all departments (Legal, Finance, Sales, Technical).

Reporting: Track key metrics, including submission volume, win/loss rates, and time-to-completion, providing regular updates to reporting manager.

Required Qualifications

Education: Bachelor’s degree in business, Communications, Marketing, or a related technical field.

Experience: Minimum of 3+ years of direct experience managing and writing complex proposals (RFP, RFI, RFQ), preferably within Information Technology, Cloud Services, or Managed Services sectors.

Technical Knowledge: Foundational understanding of IT concepts such as Cloud Computing (Azure, AWS, GCP), Managed Services, APIs, and IT Security is highly desirable.

Tools: Proficiency with Proposal Automation software (e.g., Responsive/RFP.io, Loopio) and Microsoft Office Suite (Word, Excel, PowerPoint).

Key Competencies and Skills

Exceptional Writing & Editing: Must possess superior written and verbal communication skills with an uncompromising attention to detail and grammar.

Project Management: Proven ability to manage multiple large-scale projects concurrently under tight deadlines.

Interpersonal Skills: Demonstrated ability to motivate cross-functional teams without direct authority.

Strategic Thinking: Ability to synthesize complex requirements and solution details into a cohesive and persuasive narrative.