Proposal Manager

U.S. Facilities, Inc. (USF) has an opening for a full-time Proposal Manager. This position reports to the Vice President of Strategic Communications and supports multiple competitive captures by the various Lines of Business within USF. The position is onsite, located in Center City Philadelphia, PA.

We seek an individual who is organized, creative, flexible and able to fit a collaborative corporate culture. This position involves the proposal process, preparing the actual proposals and submitting them to Customers in accordance with the USF Capture and Pursuit Process.

As Proposal Manager, you will often work on tight deadlines and have to delegate tasks required to complete a proposal, such as technical writing, research, editing and other efforts associated with the process. We are seeking a candidate who is extremely organized and has excellent written and oral communication skills. They must also be able to supervise, and train supporting staff, prepare presentations and maintain schedules. Strong time management skills are a key requirement. This position requires frequent interface with Business Development Capture Leads, senior leadership, Contracts, Supply Chain, Operations, Finance / Pricing and Safety personnel.

Job Responsibilities

• Responsible for ensuring that USF proposals are professional, high quality and reflect the high standards and objectives of the corporation, and that the proposal submission is compliant and responsive to all customer requirements and to the instructions of the RFP
• Responsible for the Proposal Preparation including; manage proposal in accordance with Pursuit and Capture Process, conduct Kick-off meetings, conduct daily meetings and manage action item register, control and manage preparation costs and schedule, control proposal writing and artwork, arrange for Pink/ Red Team reviews and feedback
• Manages and oversees the entire proposal process from pre-RFP preparation, through solution preparation and writing, to final publication and submission
• Tracks all proposal efforts, which may include work of proposal managers, writers, solutions builders, pricers, contracts personnel, and administrative support teams.
• May work directly with the Capture Manager to support pre-RFP activities that directly relate to proposal creation.

• Manage and coordinate RFP review including managing Questions and Clarifications to customer
• Capture, document, and communicate customer hot buttons, win themes, our solution, and features and benefits at the level required for a compelling proposal response.
• Review and analyze proposal sections for consistency and clarity, compliance with solicitation requirements, and alignment with proposed solutions and themes.
• Provide writers with feedback as necessary to ensure accuracy, compliance, consistency, and reflection of win strategies.
• Collaborate with proposal stakeholders, including the subject matter experts, writers, and leadership.
• Remove barriers for proposal team members; escalate needs and issues for timely resolution.
• Develop proposal specific info (e.g., proposal schedule, writing assignments, outlines, volume structures, proposal admin, etc.); and works with volume leads to develop Management and Technical volume outlines in accordance with RFP Bidder instructions
• Responsible for final proposal submission including; receipt for successful delivery, maintain final submission text (proposal/graphics library), coordinate and manage proposal clarifications and BAFO submission, and ensure that Contract has all originals of signed documents (certifications by us and or potential subcontractors)
• Establish and maintain communications among all team members (local and remote employees, and teammates) using collaborative tools
• Develop and maintain methodology/process artifacts for reuse in proposals
• Support, communicate, reinforce and defend the mission, values and culture of the organization

Qualifications

• 7 to 10+ years of professional experience in proposal writing / coordination for a professional services firm
• Bachelor's degree in marketing or facilities management or related discipline or equivalent combination of education and experience
• Track record of success demonstrated by win record
• Government industry experience required
• Subject matter expertise and knowledge
• One-page cover letter telling us why you are a great fit for this role

Skills and Knowledge

• Exceptional ability to write and edit efficiently and effectively across a variety of formats: executive summaries, proposal Q&A, white papers, presentations, description of proposed solutions, and other required compliance items
• Capacity to translate and orally discuss complex technical solutions, strategies, and themes into easily understandable, readable, and compelling proposal responses
• Ability to work under deadline pressure both independently and within a team
• General knowledge of facilities management services a plus
• Proficiency with Adobe Creative Suite a plus
• Demonstrated competence with entire Microsoft Office Suite
• Excellent oral and technical writing abilities
• Familiarity with proposal collaboration tools and customer sourcing portals

Additional Requirements

• Applicant must submit a one-page cover letter telling us why you are a great fit for this role along with the resume.

U.S. Facilities, Inc. is an Equal Opportunity Employer of Minorities, Females, Protected Veterans, and Individuals with Disabilities.

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