Deal Desk Coordinator

Accountabilities

• • Own live bid and procurement submissions from intake through upload, maintaining submission calendars, clarification windows, Q&A deadlines, portal requirements, formatting, and supporting documentation across multiple concurrent opportunities.
  • Manage procurement portal administration, including registrations, credentials, two-factor authentication, renewals, and framework registrations, while maintaining an accurate and current portal registry.
  • Coordinate subject-matter experts across Product, Security, Legal, Infrastructure, and Finance, ensuring questions and verification requests reach the right owners and are resolved within required deadlines.
  • Maintain AI-supported intake and tracking workflows that provide clear visibility into outstanding actions, owners, deadlines, and submission status.
  • Perform a thorough second review of customer-facing materials, validating product, security, compliance, entity, and certification claims against authoritative internal sources.
  • Identify and flag outdated, contradictory, incomplete, or unverifiable information rather than making assumptions or approximations.
  • Coordinate the preparation of procurement and compliance documentation, including sole-source justifications, attestation letters, certificates of insurance requests, representations and certifications, and vendor onboarding packages.
  • Help develop and maintain a reusable answer library, using AI-enabled workflows to reduce duplicate research and improve the speed and consistency of future submissions.
  • Partner with internal teams to identify process improvements and ensure requests are triaged, logged, assigned, and progressed efficiently.
  • Maintain high standards for accuracy and delivery while managing multiple workstreams with different owners, formats, requirements, and deadlines.

  Requirements

  • Proven experience managing complex written deliverables against strict external deadlines, ideally within bid/tender operations, Deal Desk, Sales Operations, procurement, GRC, or a similar environment.
  • Exceptional attention to detail, with the ability to identify inconsistencies across lengthy documents and verify information before it reaches customers.
  • Strong organizational and prioritization skills, with the ability to manage numerous concurrent workstreams without losing track of owners, dependencies, or deadlines.
  • Strong stakeholder management skills and the confidence to obtain clear, timely answers from busy technical, legal, security, or business stakeholders.
  • Demonstrated AI fluency, including the ability to configure or build AI-supported workflows for intake, routing, tracking, drafting, and quality assurance while understanding where human judgment must remain essential.
  • Strong proficiency with Excel and Word, combined with the ability to quickly adapt to different customer procurement portals and systems.
  • Excellent written communication skills and the ability to produce clear, accurate, professional customer-facing documentation.
  • Comfortable working in a distributed, async-first environment where priorities can shift quickly and live submissions determine the working rhythm.
  • A proactive, reliable, and highly accountable approach, with the judgment to escalate risks early and keep stakeholders informed.
  • Familiarity with blockchain analytics, financial crime compliance, AML/CFT, or fintech is advantageous.
  • Knowledge of frameworks and standards such as SOC 2, ISO 27001/27701, Cyber Essentials Plus, FedRAMP, DORA, or GDPR is a plus.
  • Exposure to public-sector procurement frameworks such as G-Cloud, SAM.gov, or EU tender portals is desirable.
  • Familiarity with tools such as Notion, Asana, Slack, and Salesforce is beneficial.

  Benefits

  • Fully remote: Work as part of a globally distributed team.
  • Async-first environment: Communication primarily takes place through tools such as Slack and Notion, with synchronous coordination focused on active submissions.
  • Meaningful impact: Contribute to work supporting financial institutions, regulators, and public-sector organizations tackling financial crime and security challenges.
  • High ownership: Join a small, high-leverage team where you can help shape processes, workflows, and operational foundations.
  • AI-enabled ways of working: Use AI to improve productivity, quality, knowledge management, and operational efficiency.
  • No on-call rotation: The role does not involve pager or on-call responsibilities.
  • No regular weekend expectation: Periods of intense submission activity are managed within the working week.
  • Global collaboration: Work across European and US time zones in a distributed organization.
  • Growth environment: Develop your expertise in Deal Desk operations, procurement, compliance, AI-enabled workflows, and complex enterprise sales processes.
  • Mission-driven work: Contribute to technology and processes that support efforts to build a safer world.