Content & Knowledge Base Manager (m/f/d) at Quantum Systems · Gilching

As a Content & Knowledge Base Manager, you will be part of our growing Bid & Proposal Management Center of Excellence, supporting Quantum Systems entities and teams globally. Quantum Systems is a multi-domain system house for unmanned technologies across air, land, sea and space. Together with a team of currently nine colleagues in Germany and stakeholders across our global entities, you will help shape and scale how we manage and apply knowledge across bids. As we pursue ambitious growth targets, our expanding product portfolio and increasing bid activity across markets, entities and domains place greater demands on how we capture, maintain and share knowledge. Building a trusted, scalable Content Library is essential to growing our proposal capacity while maintaining the quality and accuracy of our responses.

You will own and develop this library as a reliable source of approved, reusable proposal content. Working at the interface between Bid Management, Sales, Product, Engineering and Marketing, you will turn specialist expertise into content that teams can apply to different customer requirements and operational use cases. Together with the responsible subject matter experts, you will keep this content current. You will also own our bid and proposal templates and define content governance and access rules. Your work will reduce repeated research, rewriting and demands on subject matter experts, making knowledge available beyond individual teams and bids. By providing consistent product messaging, differentiators and supporting evidence, you will strengthen how we position our products and solutions across markets.

You will shape the content structures and workflows that connect our Content Library, product databases and proposal tools. Through structured formats, consistent metadata, source references and review cycles, you will ensure that colleagues and AI tools draw on approved, current and traceable information. Working with IT and tool owners, you will introduce and oversee AI-assisted search, retrieval and drafting grounded in our knowledge base, monitor answer accuracy and address gaps in the underlying content.

We are looking for someone who combines strong writing and editing judgement with practical experience in knowledge bases, content platforms and information architecture. You understand how database structures, metadata and content quality affect search and AI-generated answers, and how retrieval-augmented generation connects AI tools to approved source content. You are curious about our technology, comfortable working with technical specialists, and motivated to turn complex knowledge into useful proposal assets. You will take ownership, test new approaches and bring colleagues together to build reliable, scalable ways of managing and applying knowledge across our global bid teams.

What is your Day to Day Mission:

A. Own and develop the Content Library

• Build, curate and maintain a central library of approved, reusable proposal content, including standard answers, product and solution descriptions, customer references, certifications and supporting evidence.
• Define the information architecture, taxonomy and metadata so teams and AI tools can find and retrieve relevant content across products, capabilities, operational use cases, markets and languages.
• Establish content ownership, contribution and approval workflows, and manage the lifecycle from creation through publication, review and retirement. Maintain source references, version histories and review or expiry dates.
• Own the library’s roles and permissions model, administer access within delegated authority and coordinate implementation and regular access reviews with IT. Define rules for handling confidential, customer-specific and restricted content, including reuse across entities and access by AI tools.
• Identify content gaps and prioritise development with Bid Management, Sales and subject matter experts based on recurring requirements and upcoming opportunities.
• Enable adoption through onboarding, practical guidance and knowledge-sharing sessions on library content, product updates, templates and AI tools.
• Use feedback, bid lessons learned and performance data to improve content and tools, and report on library quality, usage and efficiency gain

B. Ensure content quality and product alignment

• Turn specialist input into clear, evidence-backed proposal content and manage validation, approval and review with the responsible content owners to keep information accurate and current.
• Together with Product Database Managers, IT and system owners, establish data structures, source links and automated update workflows that feed the Content Library from authoritative systems such as Product Lifecycle Management (PLM) platforms. Enable source changes to update linked content or trigger review and approval, reducing manual maintenance while preserving traceability and control.
• Translate bid evaluations and lessons learned into content improvements: revise answers associated with low scores or lost bids and capture successful approaches for reuse where relevant.

C. Develop and govern AI-assisted content tools

• Work with IT and tool owners to introduce, configure and oversee AI-assisted search, retrieval and drafting grounded in the approved Content Library.
• Monitor retrieval relevance, answer accuracy and source traceability, investigate unreliable outputs and improve the underlying content or retrieval setup with the responsible owners.
• Govern the use of AI content tools in coordination with the relevant functions, covering approved platforms, responsible use, data handling and applicable customer disclosure requirements.

D. Own bid and proposal templates

• Own the development, approval and maintenance of bid and proposal templates, aligning structure and standard sections with Bid Management and visual identity with Marketing.
• Provide reusable content modules and guidance that help teams apply current templates consistently and adapt them to specific tender requirements.

E. Coordinate team learning and development

• Work with team leadership to identify learning needs and organise training formats such as product briefings, expert sessions, practical workshops and peer learning.
• Coordinate contributions from internal specialists and external trainers on topics including product updates, operational use cases, win strategies and proposal best practices.
• Maintain the team’s learning and development plan and learning materials, gather participant feedback and help translate learning into everyday bid practice.

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What you bring to the team:

• Experience: You bring a background in proposal content management, knowledge

  management, technical writing or a comparable role in a complex technical

  environment, supported by a relevant degree or equivalent professional experience.

  Experience in Bid & Proposal Management is an advantage.

• Content and information architecture: You have practical experience building and

  maintaining content libraries, taxonomies, metadata and review workflows. You know

  how to structure information so people and AI tools can find, trust and reuse it.

• Content platforms and connected data: You are confident working with knowledge and

  content platforms, including permissions, version control and approval workflows. You

  understand how connections to product databases and systems such as PLM can keep

  content current and reduce manual maintenance.

• AI and automation: You understand how AI-assisted search, retrieval and drafting use

  approved source content, including the principles of retrieval-augmented generation.

  You can assess answer quality, identify content or retrieval gaps, and work with IT and

  tool owners to improve reliability and responsible use.

• Stakeholder collaboration and technical curiosity: You build productive relationships

  across Bid Management, Sales, Product, Engineering and Marketing. You can obtain

  input and approvals from experts and are keen to understand our products, capabilities

  and operational use cases.

• Learning and knowledge sharing: You can translate team learning needs into practical

  formats, coordinate specialist contributions and organise sessions on topics such as

  product updates, win strategies and proposal best practices.

• German and English proficiency: You communicate confidently and write and edit to a

  high standard in both German and English.

• Builder mindset and ownership: You take initiative, establish practical standards and

  follow through on implementation. You combine attention to detail with the ability to

  prioritise, test new approaches and improve how teams work as requirements evolve.

• Additional qualifications: Qualifications in knowledge or information management, or

  training in AI governance and responsible AI use are an advantage.

Why Quantum-Systems:

• We believe in the power of combined efforts: straightforward tech expertise paired with a customer-centric focus.
• We are industry pioneers who are ambitious, bold, and visionary.
• We push limits, think outside-the-box and strive for technological excellence to shape the future of aerial data.
• We promise to be your runway for individual and professional growth.

Our benefits:

• Company pension scheme: We support you so that you can already make provisions for later.
• Flexible working hours: With trust-based working hours, you are not only responsible for your working hours, but also for your work-life balance.
• Mobile Work: If things get a little busy in the office, you have the option to work remotely one flexible day per week to create the right balance.
• Stay active: With EGYM Wellpass, you get access to thousands of fitness and sports facilities — and of course, we subsidize the membership.
• Bike-Leasing: We support you in staying environmentally mobile and healthy.
• Corporate Benefits: Your opportunity for attractive offers and discounts from well-known suppliers and brands, e.g. Adidas, Apple, Expedia.
• Employee events: We not only want to grow together, but also celebrate our successes together.
• Lunch-Card: Be powerful with delicious energy, daily lunch budget is sponsored.
• Company Shuttle: Enjoy our convenient shuttle service that picks you up from Laim in Munich and brings you to our location, with return trips at the end of the workday.

About us:

Quantum Systems is a leading European deep-tech company for unmanned systems across air, land and maritime domains. We develop and scale integrated hardware, software and AI-powered solutions for mission-critical operations.

At Quantum Systems, you’ll work alongside experts across disciplines, take ownership from day one and help turn ambitious ideas into technology with real-world impact. We move fast, think beyond boundaries and give our teams the space to shape what comes next.

The Future is Unmanned - But the responsibility is not.

Our commitment:

We are an open-minded company that not only values diversity, but actively promotes it. Regardless of gender, age, ethnic origin, religion, sexual orientation or disability, we firmly believe that the diversity of our employees is an essential part of our success.

At our company, every voice is heard and every perspective is valued. We believe that our differences enrich us and help us to find creative solutions and generate innovative ideas. We pride ourselves on creating an inclusive work environment where all employees can reach their full potential.