Proposals Operations Associate

Your Role

• You are organized, process-oriented, and take pride in running a tight operation — you keep the intake queue moving and nothing falls through the cracks.

• You work cross-functionally with ease, pulling the right contributors into proposals at the right time and keeping everyone aligned on timelines and requirements.

• You are a clear, reliable communicator who surfaces blockers early and keeps stakeholders informed without being asked.

• You thrive in a fast-moving environment where priorities shift, and you rebalance your workload and the team’s without losing momentum.

You Will

• Serve as the central point of contact for inbound RFx requests (RFPs, RFIs, RFQs, security questionnaires), logging, tracking, and triaging submissions in the intake system.

• Apply qualification criteria to assess fit, resource requirements, and deadlines, and route opportunities to the right owners with clear context.

• Coordinate contributions from sales, subject-matter experts, legal, finance, and leadership to keep proposal timelines on track.

• Draft, edit, and assemble proposal content, ensuring a consistent voice, factual accuracy, and compliance with submission requirements.

• Manage reviews, approvals, and version control through to final submission.

• Support a team of RFx contractors on quality assurance, serving as a first point of contact for questions, blockers, and at-risk deadlines.

• Contribute to the content repository following internal content management processes.

Qualifications

• Experience coordinating cross-functional projects or workflows with multiple stakeholders and moving parts.

• Strong written communication skills — able to produce clear, accurate, professional content under deadline pressure.

• High attention to detail and comfort managing multiple active workstreams simultaneously.

• Ability to work independently on defined processes while escalating blockers early and communicating proactively.

• Familiarity with proposal, procurement, or sales operations processes is a plus but not required.

Nice to Haves

• Prior exposure to RFx, proposal management, or procurement workflows.

• Experience working with content libraries, tracker tools, or intake systems.

• Comfortable operating in a fast-paced, high-growth SaaS environment.

Perks & Benefits

At Zip, we’re committed to providing our employees with everything they need to do their best work.

• Start-up equity

• Health, vision & dental coverage

• Catered lunches & dinners for TO employees

• Team building events & happy hours

• Flexible PTO

• Apple equipment plus home office budget

We are committed to building a diverse and inclusive workspace where everyone (regardless of age, religion, ethnicity, gender, sexual orientation, and more) feels like they belong.