Proposal Manager

Human Resources • Philadelphia, PA

18d • Hybrid

About The Position

U.S. Facilities, Inc. and its parent company, PRWT Services, Inc. are seeking a Proposal Manager to support technical and business development teams on pursuits. The role is based at the Philadelphia headquarters and requires at least three days in the office each week; residence in or near the Philadelphia metropolitan area is preferred. The Proposal Manager reports to the Vice President of Strategic Communications and supports growth across both organizations.

This writing-intensive position manages and prepares creative, strategic, precise proposal submissions throughout the full proposal-development cycle. The manager develops original, opportunity-specific narratives, works with technical and operational experts, coordinates contributors, and ensures that submissions meet customer requirements, solicitation instructions, deadlines, and corporate standards. The role may involve tight deadlines and delegating work such as technical writing, research, and editing. The manager is expected to use tools including AI responsibly to accelerate drafting and research while keeping win themes, authentic voice, and competitive differentiators human-driven.

The position also supports other marketing and business-development activities, presentation development, and research and management of supplier portals. Applicants should have recent proposal-management experience, ideally in Facilities Management and/or A/E/C, and be able to translate technical input into clear, client-focused narratives.

Requirements

• 7 to 10+ years of professional experience in proposal management for a professional services firm.
• Demonstrated experience independently developing original RFI/RFP responses, translating technical input into client-focused narratives, and managing submissions against solicitation requirements and deadlines.
• Bachelor’s degree in marketing, communications, facilities management, business, or an equivalent combination of education and experience.
• Strong proposal strategy, creativity, attention to detail, and project-management skills, including connecting client priorities with relevant capabilities and supported differentiators.
• Ability to clearly explain facilities-management service-delivery models, preventive-maintenance programs, janitorial methodologies, staffing, safety, and compliance requirements to technical and nontechnical evaluators.
• High proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, SharePoint, and Teams.
• Experience working with commercial and government clientele.
• Strong interpersonal skills.
• Ability to establish and meet deadlines.
• Ability to manage time effectively, multitask, and pay close attention to detail.
• Strong verbal and written communication and organizational skills.
• Strong writing, proofreading, and editing skills.
• Self-motivated, with the ability to work independently and as part of a team.

Nice To Haves

• Current or prior involvement in the Facilities Management and/or A/E/C industry.
• Experience with Adobe Creative Suite and a good sense of aesthetics and design for graphics in marketing documents.
• Residence in or near the Philadelphia metropolitan area is preferred.

Responsibilities

• Attend site visits, pre-proposal conferences, kickoff meetings, and proposal debriefs as needed.
• Manage proposal preparation in accordance with the Pursuit and Capture Process, including scheduling and conducting technical and pricing meetings, managing the action-item register, controlling proposal writing and artwork, and arranging color reviews and feedback.
• Write original, opportunity-specific executive summaries, technical approaches, management and transition plans, staffing narratives, and past-performance descriptions.
• Interview operations and technical experts and prepare tailored narratives about facilities operations, preventive maintenance, janitorial services, staffing and transitions; construction approaches, execution, phasing, scheduling, subcontractor coordination and quality control; and applicable safety and compliance requirements.
• Ensure proposals are professional, high-quality, consistent with corporate standards and objectives, and compliant with customer requirements and RFP instructions.
• Manage final proposal submissions, secure delivery receipts, maintain the final submission text and graphics library, coordinate proposal clarifications and BAFO submissions, and ensure the Contracts department receives original signed documents and certifications from internal teams and potential subcontractors.
• Establish and maintain communication among local and remote employees, subcontractors, and teammates using collaborative tools.
• Create and incorporate illustrations, pictures, and designs that reflect the proposal’s desired theme and tone.
• Support, communicate, reinforce, and defend the organization’s mission, values, and culture.
• Assist with other marketing and business-development activities as needed to support pursuits.
• Work with presenters to develop and edit presentation slides.
• Research and identify potential client supplier portals for upcoming leads.
• Manage the electronic supplier-portal process and ensure required information is processed accurately.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior