Proposal Specialist

at  Workplace Options

WHO WE ARE

Founded in 1982, WPO is the largest independent provider of holistic wellbeing solutions. Through our customized programs, and comprehensive global network of credentialed providers and professionals, we support individuals to become healthier, happier and more productive both personally and professionally. Trusted by 51% of Fortune 500 companies, we deliver high quality care digitally and in-person to over 75 million individuals across 116,000 organizations in more than 200 countries and territories. At WPO, you will be joining a team that is committed to improving employee wellbeing around the world.
Current opportunity: Proposal Specialist (temporary contract, 3-6 months)
Onsite/Hybrid/Remote: Hybrid or remote depending on proximity to our Lisbon Office
Required Languages: English
Location: Portugal
Required Experience: 2+ years
Type of contract: Temporary - 3-6 months.

QUALIFICATIONS/SKILLS:

• Strong written and spoken English communication skills.
• Bachelor’s degree in English, Communications, Marketing, Business, or a related field.
• Minimum of 2 years of experience in proposal writing or a related role.
• Experience managing multiple proposals, focusing on project management and quality assurance.
• Successful collaboration with cross-functional subject matter experts and corporate personnel for developing and writing technical and management content.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint).
• Understanding of document design elements and marketing techniques.
• Excellent writing and editing skills, with the ability to produce clear, concise, and compelling content.
• Ability to handle multiple projects simultaneously and manage competing priorities.
• A proactive approach to identifying and solving problems.
• Strong analytical, problem-solving, and decision-making capabilities.
• Perform other duties as assigned.

WHAT YOU WILL DO:

As a Proposal Specialist, you will manage the proposal process from RFP receipt to submission. This includes assessing compliance requirements, identifying risks, scheduling and facilitating meetings, creating templates, identifying boilerplate content, and collecting core qualification materials (e.g., resumes, biographies, project qualifications, references, certifications, company information). You will assign responsibilities, monitor drafts, edit and format drafts, and submit final materials via email, web portal, or hard copy shipment. Collaboration with various departments is essential to gather necessary information, ensure proposals are accurate and compelling, and meet submission deadlines.

RESPONSIBILITIES:

Proposal Development:

• Develop and write high-quality proposals in response to RFX and other solicitation documents.
• Gather necessary information from internal stakeholders and ensure proposals align with client needs and company capabilities.
• Create proposal outlines and compliance matrices to meet all requirements.
• Identify gaps or areas for improvement and address them with SMEs and the SAM Lead.
• Manage and track daily proposal activities.
• Communicate and follow up on all data calls, review data received, and request validation/correction as needed.
• Follow color review procedures and ensure content complies with RFX and WPO standards.
• Enhance bids with clear, accessible written content.
• Write bespoke answers to customer questions.
• Ensure win themes are addressed in RFX response.
• Develop and edit simple graphics or tabular presentations.
• Identify risks and opportunities.
• Participate in and/or lead meetings to develop win themes and proposal development strategies.

Content Development and Refinement:

• Perform project close-out by providing new content to the Content Manager for review and insertion into the Content Library.

Collaboration:

• Collaborate with SAM leads, SMEs, corporate resources (Legal, Finance, HR, Marketing), and other collaborators to develop and refine proposals.
• Coordinate with SMEs, sales, marketing, and other departments to obtain necessary input for proposals.
• Facilitate proposal review meetings and incorporate feedback from reviewers.
• Review and critique SME responses.
• Support the delivery of services/products in line with Proposal Strategy themes, working with cross-functional teams.
• Contribute to internal training on core processes, tools, practices, or special topics, as needed.

Writing and Editing:

• Write and edit proposal sections to ensure clarity, conciseness, and persuasiveness.
• Ensure all written materials are free from errors and inconsistencies.
• Ensure the writing structure and words persuasively convey the offer to the customer.
• Perform statistical analysis and storytelling around data.

Project Management:

• Lead and/or serve as a reviewer for formal reviews (pink, red, gold).
• Manage the proposal development process from start to finish, ensuring all deadlines are met.
• Track and report on proposal status and outcomes.
• Lead debrief meetings and gather client feedback to support continuous improvement. Provide debriefs to the Lessons Learned department for quarterly workshops.
• Lead the strategy and preparation of presentation and interview materials.
• Meet proposal deadlines by establishing priorities and target dates for information gathering, writing, review, and approval.