Proposal Manager

US Facilities • Philadelphia, PA

17d • 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 reports to the Vice President of Strategic Communications and is based at the Philadelphia headquarters, with at least three days in the office each week. Residence in or near the Philadelphia metropolitan area is preferred.

This writing-intensive role manages and prepares creative, strategic, and precise proposal submissions through the full development cycle. The Proposal Manager develops original, opportunity-specific content and works with technical and operations experts to create accurate, tailored narratives. The role also uses tools, including AI, responsibly to accelerate drafting and research while keeping strategic win themes, authentic voice, and competitive differentiators human-driven. Work often involves tight deadlines and delegating or coordinating technical writing, research, editing, and other proposal efforts.

The successful candidate will have recent experience in the Facilities Management and/or A/E/C industry and professional proposal management experience for a professional services firm. The position also supports other marketing and business development activities as needed.

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 the ability to connect client priorities with relevant capabilities and supported differentiators.
• Ability to explain facilities management service delivery models, preventive maintenance programs, janitorial methodologies, staffing, safety, and compliance requirements clearly to technical and nontechnical evaluators.
• Highly proficient in Microsoft Office Suite, including Word, Excel, PowerPoint, SharePoint, and Teams.
• Experience working with commercial and government clientele.
• Strong interpersonal skills and the ability to establish and meet deadlines.
• Ability to manage time effectively, multitask, and pay close attention to detail.
• Strong verbal and written communication, organizational, writing, proofreading, and editing skills.
• Self-motivated, with the ability to work independently and as part of a team.
• Submit a resume, a one-page cover letter explaining fit for the role, and two relevant proposal writing samples; briefly identify contributions to each sample and share only authorized materials with confidential, proprietary, and client-identifying information removed.

Nice To Haves

• Current or previous involvement in the Facilities Management and/or A/E/C industry.
• Residence in or near the Philadelphia metropolitan area.
• Experience with Adobe Creative Suite.
• A good sense of aesthetics and design when using graphics for marketing documents.
• Proposal writing samples addressing facilities management or related technical services are 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 proposal 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 write tailored narratives covering 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, aligned 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 Contracts 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: Mid Level