Proposal Manager

JOB SUMMARY

The Proposal Manager is responsible for managing the end-to-end proposal process, collaborating with cross functional teams to create compelling, high-quality proposals for projects. The role involves researching client requirements, assembling content from multiple contributors, ensuring compliance with RFP requirements, and maintaining a consistent voice and style in all submissions.

ESSENTIAL FUNCTIONS

• Lead the proposal development process for new business opportunities, including responding to RFPs, RFIs, and RFQs.
• Develop proposal outlines, schedules, and assignments, coordinating inputs from various teams such as business development, estimating, procurement, finance, and project management.
• Work closely with business development managers to understand client needs, project requirements, and develop winning proposal strategies.
• Conduct competitive and client research to tailor proposals and highlight the company’s unique capabilities and differentiators.
• Write, edit, and organize proposal content, ensuring accuracy, clarity, and consistency.
• Work with technical subject matter experts to create clear, concise, and compelling responses to technical and project-related questions.
• Maintain a library of proposal templates, past proposals, and standard response documents for future use.
• Ensure proposals are compliant with client specifications, company standards, and brand guidelines.
• Develop and manage the proposal schedule to meet all deadlines, ensuring timely input and approvals from contributors.
• Coordinate cross-functional teams involved in the proposal process, facilitating regular check-ins and reviews to maintain alignment.
• Conduct quality checks to ensure all proposals meet RFP/RFQ requirements, including format, structure, and content accuracy.
• Review and analyze feedback on submitted proposals to continuously improve the proposal process and content.
• Track proposal outcomes, win rates, and other metrics, preparing regular reports for the business development team and senior management.
• Develop and implement improvements to the proposal process based on insights from win/loss analyses and client feedback.
• Performs other duties as requested, directed, or assigned.

EDUCATION AND EXPERIENCE REQUIREMENTS

• Bachelor’s degree in Business, Marketing, Communications, Engineering, Construction Management, or related field.
• 10+ years of proven experience in proposal management or technical writing, preferably within the construction, engineering, or industrial sectors.
• Proficient knowledge in relevant industries (Oil, Gas, Chemicals, Renewables, and Clean Energy)

SKILLS / KEY COMPETENCIES

• Excellent project management and multitasking abilities.
• Strong technical writing, editing, and proofreading skills.
• Ability to work under tight deadlines with cross-functional teams.
• Working knowledge of applicable construction codes, policies, standards, and best practices.
• Strong interpersonal skills and ability to communicate effectively with clients and company employees.
• Ability to read, understand, and interpret contract documents such as scopes of work, and project schedule.
• Exercise discretion and independent judgement when handling day to day information.
• Must be proactive and self-motivated with the ability to work with minimal supervision.
• Excellent time-management skills to plan, organize, and prioritize tasks and responsibilities to meet deadlines and adjust to changing priorities.
• Proficient with proposal software, CRM systems, and Microsoft Office Suite.
• Ability to quickly learn the organizations systems.
• Must be able to work non-routine hours, when necessary.
• Ability and willingness to travel as required for out-of-town travel assignments.

PHYSICAL REQUIREMENTS

• On-site / office-based position.
• Will work primarily out of an office, occasional project site visits may be required.
• Moving about to accomplish tasks or moving from one worksite to another.
• Non-routine work hours including nights and weekend work may be required.
• Ability to operate a computer and other office productivity equipment.
• Constantly perform repeating motions that may include feet, leg, wrists, hands and/or fingers.
• Frequently communicate with other members of the team. Must be able to exchange accurate information in a clear manner.
• Work that includes moving and/or lifting objects up to 25 pounds.

Bay Ltd. is an Equal Opportunity Employer