RFx Specialist

Core Responsibilities

As the RFx Specialist, you will oversee the global RFx response process for RFP, RFI, RFQ, tenders, due diligence questionnaires, and security questionnaires across M-Files. This role ensures responses are timely, compliant, persuasive, accurate, and consistent across territories and time zones.

Using an AI-powered response platform, you will:

• Qualify incoming opportunities and develop coordinated responses.
• Collaborate with Sales, Sales Engineering, Product, Security, Finance, and Legal teams.
• Own and continuously improve a governed content library for reusable, accurate, and up-to-date responses.

This role requires balancing speed, quality, sound judgment, and attention to detail in a global, deadline-driven environment.

Key Responsibilities

RFx Strategy & Execution

• Manage the full lifecycle of RFx submissions, from intake to submission and post-decision debrief.
• Apply a consistent qualification framework to focus efforts on viable opportunities.
• Develop compliance matrices, response outlines, production schedules, and contributor timelines.
• Create compelling win themes and executive summaries tailored to buyer outcomes.
• Ensure multiple deadline-driven submissions meet global quality, accuracy, and compliance standards.

AI-Enabled Response Management & Content Governance

• Use an AI-powered platform for drafting, including prompt design, source grounding, and human verification of AI-generated content.
• Curate and improve a governed answer library for reusable, accurate, and consistent responses.
• Establish structured review gates for compliance, technical accuracy, and quality.
• Review AI-generated content for unverified claims, outdated info, or generic language.
• Maintain version control, approval processes, documentation, and audit readiness.

Cross-Functional & Global Collaboration

• Coordinate input from Sales, Sales Engineering, Product, Security, Finance, and Legal teams.
• Serve as the central point for response quality, contributor progress, and submission readiness.
• Track contributor progress, remove obstacles, and escalate risks proactively.
• Document and codify successful RFx practices into a repeatable playbook.
• Align RFx activities with broader GTM Operations priorities.

Public Sector, Reporting & Continuous Improvement

• Support public sector and regulated-industry requirements (security, privacy, compliance).
• Identify and qualify publicly posted solicitations to expand opportunity pools.
• Track and report on submission volume, cycle time, outcomes, and win/loss themes.
• Facilitate post-decision debriefs and improve response content and processes.

Requirements

• 3+ years of experience managing RFPs, RFIs, bids, or proposals.
• Hands-on experience with AI tools for drafting, reviewing, and approving responses.
• Strong knowledge of RFx best practices, including compliance matrices and win themes.
• Excellent writing and editing skills to tailor content to customer requirements.
• Advanced Microsoft Word skills, with proficiency in Excel and PowerPoint.
• Ability to manage multiple complex, deadline-driven submissions without sacrificing quality.
• Experience with Salesforce and reporting on activity/outcomes.
• Strong stakeholder management and communication skills.
• Ability to work independently and collaborate across teams and time zones.
• Strong organizational skills and attention to detail.
• Ability to handle confidential and sensitive information.

Preferred Qualifications

• Experience in B2B software or SaaS RFPs.
• Familiarity with public sector bids and security frameworks (FedRAMP, SOC 2, ISO 27001, etc.).
• Eastern Time Zone location for global collaboration.