What are the responsibilities and job description for the RFP Sourcing & Proposal Specialist position at VMG Studios?
About VMG Studios
VMG Studios is a creative production partner for enterprise brands, turning strategy into high-quality creative execution across video, animation, and design. We work with teams that care about craft, speed, and results.
The Opportunity
We’re looking for an RFP Sourcing & Proposal Specialist who can both find the right opportunities and shape proposals that win. You’ll own the full opportunity-to-submission cycle — from sourcing qualified RFPs and leading a clear go/no-go process to orchestrating the response. Beyond managing logistics, you bring proposal strategy: you shape positioning, messaging, and narrative so our submissions are clear, compelling, and clearly differentiated in the eyes of evaluators.
What you’ll own (responsibilities)
Opportunity sourcing & triage
- Monitor identified channels for RFPs and bid opportunities
- Run a go / no-go process with leadership (fit, capacity, margin, timeline)
Win strategy & competitive positioning
- Develop a clear win strategy for each pursuit (why us, why now, why this approach)
- Identify evaluation criteria and reverse-engineer responses accordingly
- Guide narrative structure and messaging to differentiate from competitors
- Use debriefs and evaluator feedback to refine positioning and win themes over time
Pitch & presentation support
- Partner with the team on pitch prep for shortlisted opportunities (final presentations, orals, demos)
- Translate proposal win themes into pitch storylines, talking points, and slide/visual recommendations
- Ensure continuity between the written response and the live/recorded pitch so evaluators see a cohesive story
Proposal project management
- Build timelines, assign owners, and keep stakeholders on track
- Manage compliance requirements, formats, and submission rules
Response development
- Gather inputs (creative approach, production plan, staffing, schedule, pricing support)
- Draft and refine responses for clarity, credibility, and persuasion
- Maintain an evolving library of case studies, bios, and reusable answer modules
Process & systems
- Create a repeatable RFP workflow (intake → kickoff → drafts → review → submit → debrief)
- Track outcomes and feed insights back into win strategy, process, and content library over time
Requirements (must-haves)
- Proven track record running proposals/RFPs in a fast-paced environment
- Strong writing and editing instincts (clear, concise, confident)
- Comfortable coordinating multiple stakeholders without being a bottleneck
- Detail-oriented with deadlines and compliance requirements
- Strong judgment: knows what’s “winnable” vs not worth the spend
Nice-to-haves
- Experience in creative services, production, agencies, studios, or professional services
- Familiarity with supplier diversity/procurement environments
- Basic finance comfort (budgets, scope alignment, margin awareness)
- Experience supporting live or virtual pitch presentations (finalist meetings, demos, orals)
Working style
- Proactive, calm under deadline, high follow-through
- Can push for what’s needed without drama
- Protects quality and protects the team’s time