Proposal Manager

Company description:

Vialto Partners is a market leader in global mobility services. Our purpose is to ‘Connect the world’. We are unique and the only stand-alone global mobility business. This presents a rare opportunity for our clients, stakeholders and colleagues.

Our teams help companies streamline and effectively manage their global mobility programs in a cost-efficient and compliant manner. Our services focus on providing cross-border compliance and risk assessment for tax, immigration, business travel, rewards and compensation, and remote work. 

Working at Vialto Partners is about getting the chance to be part of a global and dynamic team.  Globally, Vialto Partners has over 6,500 staff in over 50 countries around the world and continues to grow.  You will work with clients from a range of industries and different geographical locations. We believe in connecting the world and supporting our colleagues to do the same in their careers by undertaking assignments and opportunities globally that broaden their skills and ultimately benefit our clients.  

Vialto is unstoppable when we work together in a culture of belonging, where everyone can thrive. We encourage employees to bring their true selves and share their unique talents and expertise to positively impact the communities we serve.

To learn more about what we do, tune in to our podcast On the Move to hear expert insights on issues affecting global mobility, and read about the latest news in the industry.  You can also follow us on LinkedIn and Instagram.

About the Role

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 central coordinator, 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.

What You’ll Do Each Day

• Review new RFPs or proposal requests allocated to you and break down key requirements, deadlines, and deliverables.

• Plan and manage the bid response timeline using task tools (e.g. Notion, Asana, Monday.com), coordinating internal contributors and ensuring adherence to deadlines.

• 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 finalise 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.

 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.

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; 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.

• Bonus: experience in tools like Loopio, Responsiv, 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

• Location: Remote / Hybrid / Global

• We are an equal opportunity employer that does not discriminate on the basis of any legally protected status.

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