RFP Proposal Coordinator/Manager

SchooLinks•Austin, TX

4d•$70,000 - $90,000•Remote

About The Position

SchooLinks is seeking a Proposals Manager to join their fast-paced team. This role will work closely with the CFO, CEO, VP of Marketing, and VP of Sales. The Proposal Manager will be responsible for sourcing potential contracts, evaluating bids, and overseeing the preparation of sales proposals for high-value contracts. This individual will own the entire proposal process, collaborating across departments to ensure deliverables are met, drafting and editing proposals, communicating with vendors, ensuring regulatory compliance, and meeting deadlines. The role will also be involved in various marketing efforts.

Requirements

3+ years of experience managing RFPs, RFIs, or contracts in SaaS, EdTech, or the public sector.
Familiarity with State and/or public sector procurement processes and compliance requirements (e.g., State portals, business certification process, etc.).
Strong project management and organizational skills with the ability to manage multiple deadlines across teams.
Excellent writing and editing skills, with the ability to translate technical and legal language into clear, persuasive content.
Proven ability to analyze proposals, identify contractual risks, and develop clarifying questions.
Proficiency with RFP and document management tools (e.g., Loopio, Notion, Google Workspace, Salesforce, etc.).
Comfortable interfacing with legal teams, procurement officers, and internal stakeholders.
Attention to detail and a proactive mindset toward improving processes and documentation.

Nice To Haves

Bachelor’s degree in Business, Communications, Public Administration, or a related field preferred.

Responsibilities

Manage All Request for Proposals (RFPs) End-to-End: Lead the entire lifecycle of proposal management, from identifying opportunities to final submission and follow-up.
Follow Up with Department Leads and Stakeholders: Ensure collaboration and timely input from Sales, Product, Legal, Finance, and other relevant teams to meet RFP deadlines.
Organize Compliance-Related Forms, Proposals, and Contracts: Maintain an up-to-date and accessible system for all regulatory and contractual documents to ensure audit readiness.
Analyze Proposals for Risks and Clarifications: Evaluate RFP terms and identify procurement-related questions, risks in contract terms, and negotiation opportunities.
Serve as Main Liaison with Contracting Representatives: Communicate with district procurement officers and legal teams to clarify terms, address concerns, and build strong relationships.
Research Regulations and Ensure Compliance: Stay current on federal, state, and district-level education procurement laws to ensure all documents and contracts are compliant.
Track and Enforce Contract Deadlines and Conditions: Ensure fulfillment of all critical terms such as delivery milestones and service level agreements (SLAs).
Maintain Organized Digital and Physical Record Systems: Establish and uphold document management practices that ensure easy access and version control.
Collaborate with Marketing on Product Messaging: Work with the marketing team to ensure that RFP responses reflect the most accurate and impactful positioning of the product.
Update Messaging in the Company’s Content Library: Keep the centralized content library up to date with the latest value propositions, product descriptions, and competitive differentiators.