[Hiring] RFP & Proposal Specialist @M-Files

Role Description

As our RFx Specialist, you will own the global RFx response process for RFPs, RFIs, RFQs, tenders, due diligence questionnaires, and security questionnaires across M-Files.

• Competitive bids often represent some of our largest and most strategic new-business opportunities.
• This role provides a dedicated point of accountability for ensuring responses are timely, compliant, persuasive, accurate, and consistent across territories and time zones.
• Using an AI-powered response platform, you will qualify incoming opportunities, develop and coordinate responses, and bring together expertise from Sales, Sales Engineering, Product, Security, Finance, and Legal.
• You will also own and continuously improve a governed content library, helping ensure approved responses remain accurate, current, and reusable.
• This is a highly collaborative but independently driven role for someone who enjoys bringing structure to complex, deadline-driven work.

Qualifications

• 3+ years of professional experience managing RFPs, RFIs, bids, proposals, or similar competitive response processes.
• Hands-on experience using AI tools to draft proposal content, including reviewing, verifying, and approving AI-generated responses before submission.
• Strong knowledge of RFx best practices, including compliance matrices, response outlines, win themes, and structured review gates.
• Excellent writing and editing skills with the ability to tailor existing content to specific customer requirements and create clear, persuasive responses.
• Advanced Microsoft Word skills, along with solid proficiency in Excel and PowerPoint.
• Ability to manage multiple complex, deadline-driven submissions simultaneously without sacrificing quality or attention to detail.
• Experience working with Salesforce and reporting on activity, outcomes, or other relevant performance measures.
• Strong stakeholder management and communication skills, including the ability to obtain timely input from busy senior colleagues and subject matter experts.
• Ability to work independently and collaborate effectively across multiple teams and time zones.
• Strong organizational skills and attention to detail.
• Ability to handle confidential and sensitive business information with discretion.

Requirements

• Coordinate input from Sales, Sales Engineering, Product, Security, Finance, Legal, and other subject matter experts, often within tight timelines.
• Serve as the central point of coordination and accountability for response quality, contributor progress, approvals, and submission readiness.
• Track contributor progress, proactively remove obstacles where possible, and escalate risks early when additional support is needed.
• Document and codify successful RFx practices into a repeatable playbook that establishes a consistent quality standard across global territories.
• Ensure RFx activities remain aligned with broader GTM Operations priorities and reporting.

Benefits

• As a remote-enabled company, our employees enjoy the flexibility to establish their own life/work balance.
• 10 paid holidays annually.
• Unlimited PTO.
• Matching 401K Plan (25% of employee's contribution up to the IRS max).
• Health insurance (PPO and HDHP/HSA plans offered).
• Dental insurance.
• Vision insurance.
• Life insurance (1x employee salary).
• Short-term disability (employer paid).
• Long-term disability (employer paid).
• Flexible Spending Plan (medical and dependent).