Proposal Manager

U.S. Facilities, Inc; Philadelphia (Philadelphia County); On-site; USD 90,000 - 120,000; Full time

Benefits offered by this job

Hybrid work environment

Equal Opportunity Employer

Job summary

U.S. Facilities, Inc. is seeking a skilled Proposal Manager in Philadelphia to lead the proposal development process for various facilities management opportunities. This hybrid position requires 7 to 10+ years of experience in proposal management, ensuring compliance and alignment with customer priorities.

The ideal candidate will develop winning proposals while managing multiple efforts under deadlines, collaborating with cross-functional teams and enhancing customer relationships. Strong writing and organizational skills are essential. U.S. Facilities, Inc. promotes diversity and is an Equal Opportunity Employer.

Qualifications

• 7 to 10+ years of professional experience in proposal writing or management.
• Demonstrated success supporting winning proposals with a strong track record.
• Familiarity with facilities management industry standards and service lines.

Responsibilities

• Lead and manage the proposal lifecycle from planning through submission.
• Develop clear and persuasive proposal content for various services.
• Coordinate proposal schedules and review cycles.

Skills

Writing skills

Organizational skills

Collaboration

Attention to detail

Time management

Education

Bachelor's degree in marketing, communications, or related field

Tools

Microsoft Office Suite

Proposal collaboration tools

Job description

U.S. Facilities, Inc. (USF) and its parent company, PRWT Services, Inc. (PRWT), are seeking an experienced, highly motivated Proposal Manager to lead the development of compelling, compliant, and competitive proposals across a diverse portfolio of facilities management and support services opportunities. Reporting to the Vice President of Strategic Communications, this role partners closely with business development, operations, pricing, contracts, and senior leadership to help shape winning submissions that drive growth across both organizations. This hybrid position is based in or near the Philadelphia metropolitan area, with at least three days per week in the office.

This is an exciting opportunity for a proposal professional who enjoys combining strategy, writing, collaboration, and execution to deliver high-quality responses in a fast-paced environment. The ideal candidate brings strong proposal leadership, exceptional communication skills, and the ability to translate operational and technical input into persuasive, customer-focused submissions that differentiate our solutions in the marketplace.

In this role, you will manage multiple proposal efforts under tight deadlines while coordinating cross-functional contributors and ensuring that every submission is well-organized, compliant, and aligned with customer priorities. You will play a visible role in helping the company pursue new business, strengthen customer relationships, and present our capabilities with clarity, professionalism, and impact.

Job Responsibilities

• Lead and manage the full proposal lifecycle for the company's opportunities, from pre‑RFP planning and solution development through writing, production, final publication, and submission.
• Develop clear, persuasive, and compliant proposal content for facilities management, janitorial, maintenance, engineering, and other operational service RFPs.
• Partner with business development, operations, pricing, contracts, safety, and subject matter experts to shape competitive win strategies and strong customer‑focused responses.
• Coordinate proposal schedules, writing assignments, review cycles, action items, and production timelines to keep teams aligned and submissions on track.
• Manage backend proposal support activities, including compliance matrices, version control, formatting, required forms, attachments, and final package assembly.
• Maintain and improve proposal content libraries, project profiles, resumes, past performance materials, and reusable proposal assets that support efficient response development.
• Review proposal content for accuracy, consistency, readability, compliance, and alignment with customer priorities, win themes, and proposed solutions.
• Help foster strong collaboration across local and remote teams by communicating clearly, resolving issues quickly, and supporting a high‑performance proposal environment.
• Represent and reinforce the mission, values, and service culture of the company throughout the proposal development process.

Qualifications

• 7 to 10+ years of professional experience in proposal writing, coordination, or management for a professional services firm.
• Bachelor's degree in marketing, communications, facilities management, business, or a related discipline, or an equivalent combination of education and experience.
• Demonstrated success supporting winning proposals, supported by a strong track record of results.
• Demonstrated experience developing and supporting proposals for facilities management, janitorial, maintenance, engineering, or integrated support services contracts.
• Experience in responding to government, municipal, education, healthcare, transportation, or commercial RFPs involving facilities operations, staffing plans, transition plans, quality control programs, and performance‑based service delivery.
• Ability to work with operations and technical teams to develop proposal content related to service delivery models, preventive maintenance programs, janitorial methodologies, staffing, safety, and compliance requirements.
• Government contracting or public‑sector proposal experience preferred.
• APMP certification preferred, or demonstrated knowledge of proposal management best practices, proposal lifecycle management, and compliant response development.
• Familiarity with facilities management industry standards and service lines, including janitorial, maintenance, engineering, grounds, and integrated facilities support services.

Skills and Knowledge

Success in this role requires strong writing skills, sound judgment, attention to detail, and the ability to manage multiple moving parts while maintaining high standards of quality and compliance.

• Exceptional writing and editing ability across executive summaries, proposal narratives, compliance responses, white papers, presentations, and descriptions of proposed solutions.
• Ability to translate complex technical solutions, strategies, and themes into clear, persuasive, and customer‑focused proposal responses.
• Strong organizational and time management skills, with the ability to work independently and collaboratively under tight deadlines.
• Strong skills in compliance review, content organization, proposal scheduling, version control, and use of collaborative tools and document management platforms to support high‑volume RFP submissions.
• Proficiency with the full Microsoft Office Suite; familiarity with proposal collaboration tools and customer sourcing portals required.
• Adobe Creative Suite proficiency is a plus.
• Excellent oral communication and technical writing abilities.

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