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: Make It Happen – We set bold goals, take ownership, learn from mistakes, and relentlessly pursue results. Help Others – We lead with kindness, assume good intentions, hold one another accountable, and celebrate wins together. 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