Proposal Content Manager

Overview

The Proposal Development Department is seeking a Proposal Content Manager to lead the strategy, governance, organization, and continuous improvement of ViaPath’s proposal knowledge base and reusable sales content. This role serves as the owner of the Company's proposal content ecosystem, ensuring proposal teams have timely access to accurate, compliant, and compelling content that improves proposal quality, efficiency, and win rates. The position combines proposal expertise, knowledge management, AI-enabled content optimization, and visual communication to support business development across ViaPath's integrated correctional technology solutions.

Remote based position in Dallas, TX with a requirement to travel to the ViaPath office located in Dallas on occasion.

Responsibilities

Content Strategy and Knowledge Management

• Develop, manage, and continuously improve an enterprise content management program supporting proposal development, knowledge management, content governance, proposal best practices, and content analytics. Maintain the proposal delivery model for content standards, repository tools, and automation.
• Develop and maintain extensive knowledge of ViaPath products, services, correctional technology solutions, proposal development methodologies, and industry trends.
• Develop and maintain a deep understanding of the functional and technical capabilities of ViaPath products and services to support accurate content curation.
• Serve as the business owner for the proposal content repository, establishing governance, taxonomy, metadata standards, version control, content lifecycle management, security, retention, disposition, and repository integrity.
• Establish content governance policies and approval workflows to ensure proposal responses remain current, compliant, and aligned with Company messaging.
• Analyze proposal content usage, search metrics, and repository effectiveness to identify opportunities for content improvement, standardization, increased reuse, and automation.
• Evaluate emerging proposal technologies, AI capabilities, and automation tools to improve proposal efficiency while ensuring compliance with Company policies regarding data security, confidentiality, and content accuracy.
• Develop and deliver training, documentation, and best practices that promote effective use of proposal repositories, content standards, and automation tools.

Library and Repository Management

• Administer and continuously improve the enterprise proposal knowledge repository, ensuring content remains complete, accurate, searchable, and aligned with evolving products, services, and industry requirements.
• Develop and maintain reuseable boilerplate libraries, approved proposal responses, graphics, resumes, case studies, compliance matrices, and supporting proposal assets such as Qvidian.
• Maintain repository taxonomy, metadata, folder structures, naming conventions, keywords, and search optimization to improve content retrieval.
• Load, categorize, and organize newly approved proposal content following proposal completion to maximize future reuse.
• Develop and maintain proposal and response management software(s) repository structures supporting proposal development and collaboration.
• Maintain and enhance automation processes supporting proposal responses, proposal assembly, and critical proposal files.
• Ensure proposal content is proposal-ready by proactively maintaining approved response for strategic products, services, compliance requirements, and frequently requested customer information.

Content Development and Quality Control

• Lead the creation of modern, reusable proposal content formats, including executive summaries, testimonial, callout boxes, resumes, graphics, case studies, diagrams, infographics, solution descriptions, and proposal templates.
• Partner with technical and business subject matter experts to develop and maintain high-value proposal content.
• Utilize AI-enabled tools to improve proposal readability, organization, consistency, visual presentation, and content development while ensuring human review and validation.
• Develop and maintain SME review schedules ensuring proposal content remains current and technically accurate.
• Review and update expired or outdated content to ensure completeness, compliance, accuracy, and consistency with Company branding and proposal style standards.
• Maintain and enforce proposal writing standards, style guides, templates, and formatting guidelines.
• Ensure proposal content complies with Company branding, approved messaging, contractual requirements, legal requirements, and regulatory standards.

Proposal Support and Team Leadership

• Lead the ongoing evolution of ViaPath's proposal content management program, establishing priorities, standards, governance, and continuous improvement initiatives.
• Manage and lead technical writers through content creation, content refinement, editing, quality review, and proposal strategies.
• Partner with Sales, Capture Management, Proposal Management, Technical SMEs, Legal, Marketing, and Product teams throughout the proposal lifecycle. Assist proposal teams with RFPs, RFIs, RFQs, proposal reviews, compliance matrices, content development, editing, and proposal assembly.
• Manage multiple concurrent content development initiatives while maintaining responsiveness, quality, and adherence to deadlines.
• Support RFx pursuits, when proposal team workload requires additional proposal writing support.
• Identify opportunities to improve proposal development processes through automation, workflow improvements, reusable templates, standardization, and AI-assisted content management.
• Participate in proposal lessons learned and continuously improve repository content based on proposal outcomes and stakeholder feedback.
• Influence cross-functional stakeholders to maintain accurate, timely, and proposal-ready content without direct supervisory authority.

Qualifications

• Bachelor’s degree in English, Communications, Business, Marketing, Technical Writing, Information Management, or a related field, or equivalent experience required.
• Minimum of 8 or more years of proposal writing experience and proposal development / proposal management experience.
• 5+ or more years of experience managing enterprise proposal libraries, knowledge repositories, or content management systems.
• Must have experience working with a proposal management platform; Qvidian is preferred however will consider Responsive (RFPIO), Loopio, or comparable.
• Demonstrated experience developing content governance programs and reusable proposal content.
• Strong project management skills with the ability to manage multiple priorities, stakeholders, and deadlines simultaneously.
• Ability to quickly comprehend, interpret, organize, and communicate complex technical information.
• Excellent written and verbal communication skills.
• Strong analytical, organizational, and problem-solving skills.
• Ability to influence cross-functional stakeholders without direct authority.
• Highly motivated self-starter with exceptional attention to detail and commitment to quality. Advanced proficiency with Microsoft Word, Excel, and PowerPoint.
• Experience with SharePoint and Office 365 collaboration technologies.

Preferred Experience

• Knowledge of APMP and/or Shipley proposal development methodologies.
• Experience supporting SaaS, technology, telecommunications, or software organizations.
• Experience developing enterprise knowledge management or content governance programs.
• Experience using AI tools to improve proposal quality, readability, content development, and visual communications.
• Experience developing graphics, infographics, diagrams, and other proposal visual assets.
• Experience using proposal analytics and reporting to evaluate repository utilization and content effectiveness.
• Technical aptitude with the ability to translate complex solutions into clear, compelling proposal content.

Additional Information

ViaPath is committed to providing equal employment opportunities to all qualified individuals and to maintaining a workplace free from discrimination and harassment. Employment decisions are based on individual merit, qualifications, performance, and business needs. In accordance with applicable federal, state, and local laws, ViaPath does not discriminate or permit harassment against any employee or applicant based on any characteristic protected by law. ViaPath’s commitment applies to the fullest extent required by federal, state, and local laws applicable to its contracts and operations.

Benefits Overview

ViaPath is committed to supporting the health, well-being, and security of our employees. Eligible full-time employees have access to a comprehensive benefits package that includes:

• Medical, Dental & Vision Insurance - Multiple plan options designed to support a variety of coverage needs.
• Health Saving Accounts (HSA) and Flexible Spending Accounts (FSA) - Employer provided contribution to the HSA for eligible medical plans. Healthcare and dependent care spending accounts available.
• Flexible Time Off (FTO) - Including vacation and sick time
• Company Holidays
• Retirement Plan (401(k)) - Traditional and Roth 401(k) options available including employer matching contributions.
• Life & Disability Insurance - Company-paid basic life insurance and short-term disability; additional voluntary coverage available.
• Employee Assistance Program (EAP) - Free, confidential support for personal, financial, and family matters.
• Additional Well-Being Resources - Includes access to Care.com, Calm, Active&Fit, Telavet, LegalShield, and other lifestyle resources and discounted services.

Eligibility for certain benefits may depend on employee status, work location, and applicable plan documents. Benefits and terms are subject to change. The information above provides a brief summary of our benefit programs. Actual coverage details are governed by the official plan documents, which control in the event of conflict. ViaPath reserves the right to modify or terminate any benefit program at any time.