Proposal Manager

About Vialto Partners

Vialto Partners is a market leader in global mobility services, dedicated to connecting the world. As the only stand-alone global mobility business, we offer a unique opportunity for clients, stakeholders, and colleagues. Our teams are instrumental in helping companies manage their global mobility programs efficiently and compliantly, focusing on cross-border compliance and risk assessment for tax, immigration, business travel, rewards, compensation, and remote work.

Working at Vialto Partners means joining a global, dynamic team of over 6,500 staff across 50+ countries. You'll engage with clients from diverse industries and geographical locations, with ample opportunities for global assignments that broaden skills and benefit clients. Vialto fosters a culture of belonging, encouraging employees to bring their authentic selves and unique expertise to positively impact the communities. Discover more by tuning into our podcast "On the Move" for expert insights and industry news, and follow us on LinkedIn and Instagram.

About The Proposal Manager Role

As a Proposal Manager at Vialto Partners, you will be responsible for developing, managing, and delivering high-quality client proposals for strategic and competitive pursuits. This pivotal role acts as the central coordinator, content developer, and quality controller, ensuring all submissions are client-focused, meet deadlines, and strategically align with Vialto Partners’ services and value proposition. The successful candidate will possess a strong balance of project management, persuasive writing, and collaborative skills, working closely with subject matter experts, delivery leaders, and commercial teams. A growth mindset, challenging the status quo, and bringing the best of Vialto to every bid and proposal are critical for success.

What You’ll Do Each Day

• Review new RFPs or proposal requests, breaking down key requirements, deadlines, and deliverables.
• Plan and manage bid response timelines using task tools (e.g., Notion, Asana, Monday.com), coordinating contributors and ensuring deadline adherence.
• 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, leveraging content libraries and templated assets.
• Edit and proofread contributions from SMEs and team members for clarity, consistency, and brand compliance.
• Coordinate visuals and design assets, such as timelines, team structures, and solution illustrations, when needed.
• Package, format, and finalise proposal documents (typically Word or PDF) to ensure submission-readiness.
• Upload or submit final proposals to clients via portals, email, or procurement systems.
• Track bid progress and update dashboards or records with proposal status, win/loss data, and key metrics.

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 comprehensive 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.

What You Bring

• 5+ years’ experience managing bids, proposals, or responses in a professional services, consulting, or B2B environment.
• Strong project management and coordination skills, with the ability to manage multiple deadlines and stakeholders effectively.
• Excellent written English, capable of editing, simplifying, and tailoring content for diverse client audiences.
• Familiarity with proposal structures, formal RFP responses, and procurement portals such as Ariba, Jaggaer, or SAP.
• Proficiency in MS Word, PowerPoint, Adobe, and document formatting best practices.
• Bonus: Experience with tools like Loopio, Responsiv, and SharePoint.

Key Attributes for Success

• Client- and deadline-focused, maintaining composure under pressure for high-stakes submissions.
• Meticulous attention to detail and a strong sense of ownership.
• Comfortable operating independently while fostering high collaboration across functions.
• Driven by continuous improvement, compelling storytelling, and professional pride in work quality.

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.

Key skills/competency

• Proposal Management
• RFP Response
• Content Development
• Project Coordination
• Persuasive Writing
• Stakeholder Management
• Bid Management
• Client Communication
• Document Formatting
• Global Mobility Services