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Role Description

The Proposal Specialist serves as the process owner of the proposal lifecycle, responsible for driving compliant, timely, and fully documented proposal execution. This role ensures structured governance across all phases:

• Capture management
• Proposal management
• Executive review
• Submission
• Debrief and refinement

Maintaining system-of-record integrity and cross-functional alignment is essential.

Core Responsibilities

• Lead the RFP shred and develop the Proposal Project Plan outlining SME assignments, deadlines, compliance requirements, and escalation points
• Schedule and facilitate all Color Team meetings (Blue, Pink, Green, Red), ensuring adherence to governance timelines and structured checkpoints
• Monitor compliance, Q&A submissions, amendments, formatting requirements, pricing alignment, and version control throughout proposal development
• Escalate risks related to timelines, compliance gaps, or SME responsiveness to leadership as needed
• Facilitate Maroon and Gold Team review, incorporate Legal and Executive feedback, and manage final submission logistics
• Submit proposals in advance of deadlines, retain proof of submission, and maintain complete documentation within the system of record
• Lead internal debrief sessions, document lessons learned, and update proposal metadata to support continuous improvement
• Understanding of the full proposal lifecycle from capture through debrief
• Familiarity with gate reviews and color team governance structures
• Knowledge of compliance requirements, documentation standards, and submission protocols

Adaptability & Change Readiness

• Demonstrate openness to evolving proposal processes and digital tools
• Champion adoption of RFP Reimagine standards, gate review, and color team governance
• Serve as a process advocate and change agent across workforce solutions, legal, finance, and SMEs
• Maintain flexibility across shifting timelines and proposal complexity levels

Required Skills & Experience

• 3–5 years’ experience in proposal coordination, project management, capture management, or operations
• Strong understanding of structured proposal methodologies (APMP, Shipley, or similar preferred)
• Experience managing cross-functional teams in deadline-driven environments
• Familiarity with government and commercial procurement processes
• Experience with proposal/project management tools (Responsive, Monday.com, SharePoint, etc.)

Skills

• Project Management – Ability to manage complex timelines and deliverables under tight deadlines
• Facilitation – Confident leading structured color team meetings and checkpoints
• Compliance Oversight – Ensure full adherence to RFP requirements
• Organization & Prioritization – Manage multiple concurrent proposals with clarity and control
• Technology Use – Skilled in proposal management platforms and documentation systems
• Problem-Solving – Identify risks and implement mitigation strategies and escalate when applicable
• Strong collaboration and interpersonal skills

Abilities

• Drive structured, repeatable proposal governance
• Maintain composure under compressed timelines
• Enforce accountability across SMEs and stakeholders
• Ensure auditable documentation of every proposal effort
• Promote continuous improvement and operational discipline
• Adapt to evolving tools and enterprise standards
• Demonstrate ownership, professionalism, and attention to detail

Benefits

• Free premium medical, dental, life and vision insurance
• Generous 401(k) match
• Aya also offers other benefits to those that are eligible and where required by applicable law, including reimbursements and discretionary bonuses
• Aya provides paid sick leave in accordance with all applicable state, federal, and local laws
• Celebrations! We hit our goals and reward ourselves
• Company-sponsored virtual events, happy hours and team-building activities are always on the horizon — plus, you get a special treat on your birthday!
• Unlimited DTO — we believe in time off!
• Virtual yoga, meditation or boot camp classes offered daily

Compensation

Aya reasonably anticipates the pay scale for this position to be $30.28 to $37.01 hourly, which equates to $63,000 to $77,000 annually. The pay scale for this position may vary if applicant possesses experience outside of what Aya reasonably anticipates for this position. Bonuses are subject to the role and your manager’s discretion.

Equal Opportunity Employer

Aya Is an Equal Opportunity Employer (EEO) and welcomes all to apply. Please click here for our EEO policy.