Proposal Operations Manager

Benecard Services Inc.•Nashville, TN

1d•Onsite

About The Position

The Proposal Operations Manager oversees the operational backbone of the proposal development process—intake, pipeline management, content governance, quality assurance, and cross-functional coordination. This role ensures proposals are completed on time, meet quality standards, and follow established processes. The Manager directly leads Proposal Writers, ensuring workload balance, consistent execution, and adherence to best practices. This role partners closely with Sales, Underwriting, Pricing, Clinical, Legal, and Marketing teams to ensure seamless coordination and successful bid delivery.

Requirements

3–6 years of experience in proposal/bid management or related operations roles, with exposure to regulated or highly structured industries (e.g., healthcare, finance)
Proven project and team management skills, with the ability to lead cross-functional initiatives in fast-paced, deadline-driven environments
Strong organizational, problem-solving, and multitasking abilities, with experience managing multiple priorities and SLA-driven workflows
Proficiency with CRM and proposal management tools (e.g., Salesforce, Loopio), along with experience in pipeline tracking and reporting
Excellent written communication, attention to detail, and data analysis capabilities to support high-quality proposals and performance insights

Responsibilities

Manage proposal intake, ensuring completeness (Order Worksheet and Salesforce strategy)
Oversee pipeline accuracy and visibility for leadership reporting
Maintain and enforce proposal workflows, timelines, and SLA adherence across teams
Ensure proposals progress efficiently from intake to submission
Track and resolve risks, delays, or conflicts in the proposal process
Directly manage Proposal Writers (workload, priorities, performance, coaching)
Lead daily team huddles, Sales Strategy, and Sales Roundtable meetings
Conduct weekly 1:1s focused on performance, blockers, and development
Develop onboarding and ongoing training programs in partnership with SMEs
Forecast team capacity vs. pipeline demand and adjust resources accordingly
Step in to lead high-priority proposals or provide coverage during peak periods
Own Loopio as the single source of truth for proposal content
Ensure content is accurate, compliant, consistent, and up to date
Establish and enforce QA standards and processes
Ensure all proposals undergo peer review and final QA prior to submission
Act as final quality checkpoint before proposals are delivered
Maintain strict SLA adherence across cross-functional partners
Track deliverables from Underwriting, Pricing, Clinical, Legal, and Marketing
Document SLA performance and drive remediation when needed
Ensure proposal timelines align with calendar-driven milestones
Partner with Sales, Underwriting, Pricing, Clinical, Legal, and Marketing to align on deliverables and timelines
Ensure all proposal components (documents, pricing, attachments) are complete and accessible
Escalate risks and issues to leadership appropriately
Serve as the central coordination point for proposal-related activities
Deliver daily reporting on proposal status, risks, deadlines, and wins
Ensure pipeline data is accurate and available for leadership visibility
Compile quarterly reporting, including performance metrics and training logs
Maintain centralized documentation, artifacts, and process records
Maintain ongoing team training cadence and identify knowledge gaps
Conduct proposal reviews (win/loss analysis) to improve future performance
Optimize templates, Loopio content, and workflows based on insights
Drive process improvements to increase efficiency, accuracy, and scalability