Proposal Specialist

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 

Location: Canada

Onsite/Hybrid/Remote: Remote
Required Languages: English and French
Salary Range: 75k-80k CAD
Required Experience: 5+ years

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 also be responsible for assigning responsibilities, monitoring working drafts, editing and formatting drafts, and submitting final materials via email, web portal, or hard copy shipment. Collaboration with various departments to gather necessary information, ensure proposals are accurate and compelling, and meet submission deadlines is essential.

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, coordinate, 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.
• Include customer-focused sales messages (win themes).
• 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.

 Role Tasks:

• Provide quality assurance and best practice reviews for all proposal documents.
• Train new proposal contributors on WPO's proposal process and best practices.
• Share lessons learned with proposal team and external teams on a quarterly basis.
• Prepare and present reports to senior management.
• Perform peer reviews and provide constructive feedback to improve junior proposal developers' output.
• Perform FOIA requests and complete SWOT analysis based on responses.
• Serve as a reviewer for formal reviews (pink, red, white) or as a compliance reviewer on major pursuits.
• Lead debrief meetings and gather client feedback to support continuous improvement.
• Lead the preparation of presentation and interview materials.
• Contribute to internal training on core processes, tools, practices, or special topics.
• Lead the writing of proposals, including executive summaries, past performance, management approaches, and resumes/staffing for major pursuits.
• Mentor junior and intermediate proposal specialists/developers.
• Manage multiple proposals, focusing on project management and quality assurance.

Collaboration:

• Participate in and/or lead meetings to develop win themes and proposal development strategies.
• 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.

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.

Research:

• Conduct research to understand client needs, industry trends, and competitor offerings.
• Integrate findings into proposals to enhance relevance and competitiveness.
• Track and analyze proposal metrics, such as win rates, to measure the effectiveness of different content approaches and adjust strategies accordingly.

Qualifications/Skills:

• Strong written and spoken English communication skills.
• Bachelor's degree in English, Communications, Marketing, Business, or 5+ years of experience a related field.
• Minimum of 5+ years of experience in proposal writing or a related role.
• Experience managing the complexity of multiple proposals, focusing on project management and quality assurance.
• Successful collaboration with cross-functional subject matter experts and corporate personnel.
• Advanced skills using Microsoft Office, Adobe, and InDesign.
• Excellent understanding of document design elements and marketing techniques.
• Create win themes and embed stories throughout proposal responses.
• Excellent writing and editing skills, with the ability to produce clear, concise, and compelling content.
• Consistent personal ethics: integrity, dependability, initiative, and quality.
• Ability to handle multiple projects simultaneously and manage competing priorities.
• Strong analytical, problem-solving, and decision-making capabilities.
• Perform other duties as assigned.

What we offer:

At Workplace Options, we don't just deliver wellbeing services to our clients, we champion wellbeing for our own employees as well. Examples of our benefits and commitment to employee wellbeing include:

Paid Time Off, Life Insurance, Employer Pension Contribution, Travel Reimbursement, Extended healthcare, dental and vision benefits, Life insurance, AD&D and Long-term disability insurance, Gym Reimbursement, Wellness rewards, Access to EAP benefits and all WPO services, Mentorship Program, Employee exchange programme, Comprehensive training provided for this position. 

At Workplace Options, we are committed to and are accountable for building a workplace where individuals feel empowered to bring their whole selves to work, free from judgment or fear of discrimination. We understand that having a diverse organization is only the beginning and it will require nurturing and care to thrive. We will continue to take action to ensure we achieve equitable and measurable outcomes.

We strive to cultivate a space where diverse voices are not only heard but actively sought out and valued for the unique insights they bring. By embracing and promoting authenticity, we aim to build a vibrant and inclusive community that fosters collaboration, innovation, belonging and personal growth.

For further details about WPO please check out our website and these short videos give a great overview of what we do Human-Powered Care and The WPO Global Experience

Workplace Options collects and processes personal data in accordance with applicable data protection laws. If you are a European job applicant, refer to our Privacy Notice for further details ).

---