RFP & Proposal Specialist (Remote, United States Eastern Timezone Preferred)

APPLICATION DEADLINE: This opportunity will be taken offline based on applicant volume. We encourage you to apply today if interested.

We know the job search process can feel uncertain and want to be respectful of your time and interest. All candidates who apply online will receive application status updates via email. Thank you for considering M-Files as your next career opportunity.

Who we are:

M-Files is redefining how work gets done. Our context-first document management system offers purpose-built business use cases—spanning universal and industry-specific workflows—to enable secure collaboration, automate processes, and ensure governance.

Unlike traditional systems, M-Files organizes content around the context of your business, connecting documents to related people, projects, and transactions. With our unique metadata-driven architecture, organizations can model content in line with their business processes, unify information across silos, and apply AI at scale. The result is greater productivity, reduced risk, and smarter, faster decisions for over 6,000 customers in 100+ countries. 

At M-Files, our Guiding Principles unite us across diverse cultures and personalities:

1. Make It Happen – We set bold goals, take ownership, learn from mistakes, and relentlessly pursue results.
2. Help Others – We lead with kindness, assume good intentions, hold one another accountable, and celebrate wins together.
3. Love Customers – We put customers and partners at the heart of everything, delivering value with respect, fairness, and speed.

To learn more about us we encourage you to visit our company page.

To learn more about how we became a Certified Great Place to Work visit, Working at M-Files | Great Place to Work.

Summary of the role:

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 and can balance speed, quality, sound judgment, and attention to detail in a global environment.

What you will be doing/Responsibilities and Duties: 

RFx Strategy & Execution

• Own the full lifecycle of RFPs, RFIs, RFQs, tenders, due diligence questionnaires, and security questionnaires from intake through submission and post-decision debrief, providing global coverage.
• Apply a consistent qualification framework to incoming opportunities so efforts are focused where requirements, timelines, and solution fit support pursuing the opportunity.
• Analyze solicitations and develop compliance matrices, response outlines, production schedules, and contributor timelines.
• Develop compelling win themes, differentiators, and executive summaries that connect stated requirements to buyer outcomes rather than simply restating existing content.
• Manage multiple deadline-driven submissions while maintaining a consistent global standard for quality, accuracy, and compliance.

AI-Enabled Response Management & Content Governance

• Operate an AI-powered RFx response platform as a primary drafting engine, including prompt design, source grounding, and human verification and approval of AI-generated responses prior to submission.
• Own, curate, and continuously improve a governed answer library and reusable content bank to ensure responses remain accurate, approved, current, and consistent across territories.
• Establish structured review gates for compliance, technical accuracy, and overall response quality.
• Review AI-generated content for potential issues including unverified claims, outdated information, generic language, or other inaccuracies.
• Maintain strong version control, approval processes, documentation, and audit readiness across submissions.

Cross-Functional & Global Collaboration

• 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.

Public Sector, Reporting & Continuous Improvement

• Support the growing volume and complexity of public sector and regulated-industry requirements, including security, privacy, accessibility, and compliance documentation.
• Identify, qualify, and track relevant publicly posted solicitations to expand the pool of opportunities considered by the business.
• Track and report submission volume, cycle time, outcomes, and recurring win/loss themes.
• Facilitate post-decision debriefs and use lessons learned to continuously improve response content, positioning, qualification criteria, and processes.

Requirements

What We Are Looking For:

• 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.

Preferred Qualifications

• Experience managing RFPs, bids, or proposals within B2B software or SaaS.
• Familiarity with public sector bids and security frameworks or questionnaires such as FedRAMP, SOC 2, ISO 27001, CAIQ, and SIG.
• Eastern Time Zone location to support collaboration across our global teams.

Participation in our Recruitment Process:

1. Initial Screening w/People & Culture Team Member
2. Hiring Manager (Vice President, GTM Operations) 
3. Internal Team Member/Stakeholder(s)

*Completed Recruitment Process Time Investment for Applicant: ~Approx. 2.5hrs

Why M-Files?

Own Work That Directly Supports Growth 

Competitive bids can represent some of M-Files’ largest and most strategic new-business opportunities. You’ll have meaningful ownership of how we evaluate, develop, coordinate, and deliver RFx responses globally while helping establish a consistent standard for quality and execution. 

Put AI to Work 

AI is an important part of how this role gets work done. You’ll use AI-powered technology throughout the response process while applying the human judgment necessary to ensure every submission remains accurate, relevant, compliant, and persuasive. 

Work Across the Business 

You’ll collaborate with teams across Sales, Sales Engineering, Product, Security, Finance, Legal, and GTM Operations, giving you broad exposure to our business, technology, customers, and go-to-market strategy. 

Build for Scale 

Your impact will extend beyond individual submissions. You’ll help improve how M-Files approaches RFx work globally, from reusable content and governance to qualification, review processes, reporting, and continuous improvement.

A Culture Built on Trust 

Our guiding principles, Make It Happen, Help Others, and Love Customers, shape how we work together every day. We value people who take ownership, collaborate across boundaries, use sound judgment, and continually look for better ways to get work done.

Benefits

What We Offer: 

• As 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)