Manager, RFP & Proposal Operations

Optro

3d•$92,000 - $126,000•Remote

About The Position

Optro is seeking a Manager of RFP & Proposal Operations to lead our global RFP team. This is a critical operational leadership role — equal parts people developer, systems thinker, and details obsessive. You will be the operational backbone of our global RFP organization, managing high-volume RFP and security questionnaire workflows, running a team across four time zones, and relentlessly driving process innovation through AI tooling. The team you lead is early in their careers; your ability to coach, develop, and retain them is as important as your ability to keep the machine running.

Requirements

3+ years in a Sales, RevOps, Proposal Management, or related operations role.
Proven track record managing high-volume proposal operations in a fast-paced SaaS or technology environment.
Expertise in Salesforce (SFDC) for case management, data hygiene, and reporting.
Hands-on proficiency with RFP automation software (e.g., Responsive).
Proficiency with content management tools such as Highspot, Guru, and/or Notion.
Demonstrated curiosity or hands-on experience with AI tools (e.g., LLM-assisted drafting, workflow automation) — a genuine growth mindset toward replacing repetitive manual work with smarter systems.
Ability to mentor and develop staff in a structured, intentional way.
Strong ability to interpret operational data and use metrics to drive efficiency improvements.
Exceptional interpersonal skills for managing across departments and executive stakeholders.
Obsessive attention to detail and zero-defect standards under consistent deadline pressure.

Nice To Haves

At least 1 year in a people management or formal team lead capacity, with demonstrated experience developing early-career professionals.

Responsibilities

Manage and develop a team of Analyst I, Analyst II, and Sr. Analysts across West, Central, East, and EMEA time zones — many in their first or second professional role.
Build structured onboarding, skill-building, and performance feedback programs.
Conduct weekly 1:1s focused on professional development, workload balance, and long-term growth — not just status updates.
Own performance management and calibration; ensure team members meet workload targets while protecting against burnout in a globally distributed, always-on environment.
Serve as the primary point of contact for internal stakeholders on team deliverables, capacity, and escalations.
Own the end-to-end RFP and security questionnaire workflow — from inbound request intake to delivery — with a relentless focus on reducing turnaround time and raising quality standards.
Manage the Salesforce (SFDC) Cases queue daily to ensure accurate data hygiene, assignment progression, and reporting integrity.
Produce weekly, monthly, and quarterly analytics on volume metrics and team productivity to inform leadership decisions.
Coordinate global coverage across time zones, including PTO and holiday planning, to ensure consistent responsiveness without burning out the team.
Champion AI-assisted workflow automation across the RFP lifecycle — identifying opportunities to eliminate manual effort, piloting new tooling, and building team fluency in AI-powered response generation.
Evaluate and implement new technologies and processes that reduce time-to-completion on standard questionnaire responses.
Create a culture of continuous improvement where the team is always asking: “Can this be automated?”
Oversee the Responsive Answer Library (RFP answer repository), ensuring all Q&A pairings are accurately tagged, deduplicated, and regularly reviewed through structured “Content Cleaner” cycles.
Maintain and update critical sales collateral — RFP Master Templates, Bios templates, training decks — in Highspot and Google Drive.
Collaborate with SMEs across InfoSec, Product Marketing, and Legal to ensure technical accuracy and brand alignment across all responses.
Manage a 6,000+ entry database to maintain compliance standards and high-quality response output.