Proposal Specialist, Sales Effectiveness

Join Aya Healthcare, winner of multiple Top Workplace awards! 

Position Summary:

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, and debrief and refinement, while maintaining system-of-record integrity and cross-functional alignment.  

Who We Are: 

We’re a $8+ billion dollar, rapidly growing workforce solutions provider in the healthcare industry. We deliver tech-enabled services that help healthcare organizations meet and manage their contingent labor needs. We build and manage tech-enabled marketplaces for national and local healthcare talent and deliver contingent labor management solutions through our proprietary software platform.

At Aya, we’re obsessed with creating exceptional experiences for our clients, clinicians and employees. In fact, we put employee satisfaction above all else. Our team members are responsible for incomparable customer experience and we know that happy employees are critical to maintaining happy clients. We foster an entrepreneurial, high-energy, low-bureaucracy culture and value innovative thinking and creative problem solving. We embrace diversity in thought and backgrounds unified by a commitment to high achievement. When you join Aya, you’ll be surrounded by teammates who care about you as an individual and leaders who will help you grow both personally and professionally.

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. 

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.). 

Knowledge 

• 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
• Working knowledge of pricing coordination processes and rate analysis integration
• Understanding of system-of-record accountability and metadata tracking. 

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