Proposal Specialist - Senior Specialist

Vialto Partners is a market leader in global mobility services. Our purpose is to ‘Connect the world’. We are unique and the only stand-alone global mobility business. This presents a rare opportunity for our clients, stakeholders and colleagues. Our teams help companies streamline and effectively manage their global mobility programs in a cost-efficient and compliant manner, focusing on cross-border compliance and risk assessment for tax, immigration, business travel, rewards and compensation, and remote work. Working at Vialto Partners means joining a global and dynamic team with over 6,500 staff. You will work with clients from a range of industries and locations, and we support opportunities globally to broaden skills and benefit our clients. We foster a culture of belonging where everyone can thrive and bring their true selves and unique talents to positively impact the communities we serve.

As a Proposal Sr Specialist, you will support the Proposal Manager in developing, coordinating, and delivering high-quality client proposals across strategic and competitive pursuits. You will contribute to coordination and content development, ensuring every submission is client-focused and aligned with our services and value proposition. This role requires strong writing and editing capability, disciplined follow-through, and effective collaboration with subject matter experts (SMEs), delivery leaders, and commercial teams. The role is delivery oriented and operates under the direction of the Proposal Manager or Bid Coach to ensure proposals are accurate, compliant, well-written, and submitted on time.

Responsibilities

• Support the Proposal Manager by reviewing new RFPs/proposal requests and breaking down requirements, deadlines and deliverables.
• Draft and tailor proposal content, including executive summaries, service overviews, methodologies, bios, and case studies, using content libraries and templated assets.
• Edit and refine inputs from subject matter experts (SMEs) to ensure clarity, consistency, and client ready language.
• Apply proposal writing best practices to improve structure, readability, and responsiveness to client requirements.
• Load RFPs and proposal materials into the proposal automation platform and ensure projects are set up correctly.
• Maintain proposal timelines, task assignments, and status updates within the proposal tool.
• Coordinate day-to-day proposal activity, tracking inputs, sending reminders, and managing follow-ups.
• Create and maintain shared working folders and ensure documents are accurately version controlled.
• Support collaboration across contributors by managing working drafts and consolidating inputs.

Additional Responsibilities (Weekly/Ad Hoc)

• Support proposal kick-off sessions, check-in meetings, and oral prep calls by preparing materials, documenting actions, and tracking follow-ups.
• Perform compliance and completeness checks against RFP instructions prior to review and submission.
• Support proposal submission activities, including uploads to client portals where required.
• Assist with post-submission administration, including archiving materials and updating proposal records.
• Identify recurring content and process issues and escalate to the Proposal Manager or Content Manager.

Qualifications

• 2+ years’ experience in proposal writing, editing and bid support in a professional services, consulting, or B2B environment.
• Excellent written English, with the ability to edit, simplify, and tailor content to different client audiences.
• High attention to detail and strong document management skills.
• Familiarity with proposal structures, formal RFP responses, and portals like Ariba, Jaggaer, or SAP.
• Proficient in MS Word, PowerPoint, Adobe, and document formatting best practices.
• Experience using tools like Loopio, Responsive, and SharePoint.

Key Attributes for Success

• Execution focused with a strong sense of ownership for assigned tasks.
• Meticulous attention to detail with a focus on quality.
• Able to work to direction and deliver consistently under time pressure.
• Driven by continuous improvement, storytelling, and professional pride in the quality of work.

Why This Role?

• Play a pivotal role in winning new business for a fast-growing global services firm.
• Work closely with leadership and experts on high-impact, global opportunities.
• Develop deep expertise in proposal writing and editing within a growing proposal environment.
• Opportunities for advancement into senior pursuits, bid strategy, or commercial operations roles.

Additional Information

• This is a regular full-time position.
• This is a role located in the UK, Ireland, U.S., or Canada.
• We are an equal opportunity employer that does not discriminate based on any legally protected status.