Proposal Manager

U.S. Facilities, Inc.; Philadelphia (Philadelphia County); Hybrid; USD 110,000 - 150,000; Full time

Job summary

U.S. Facilities, Inc. is seeking a Proposal Manager to lead full-cycle proposal development from our Philadelphia headquarters.

The role demands collaboration with technical and business development teams, and frequent engagement with subject matter experts to produce high-quality narratives and compliant responses. This is a writing-intensive role within a dynamic, growth-focused environment. The successful candidate will manage deadlines, coordinate internal and subcontractor inputs, and

Job description

U.S. Facilities, Inc. and its parent company, PRWT Services, Inc. are seeking a talented Proposal Manager to work from its Philadelphia Headquarters office to support the company’s technical and business development teams on pursuits. Reporting to the Vice President of Strategic Communications, this role supports growth across both organizations. Based at our Philadelphia headquarters, the position requires at least three (3) days in the office each week. Residence in or near the Philadelphia metropolitan area is preferred.

The ideal applicant will be currently or previously involved in the Facilities Management and/or A/E/C industry with 7 to 10+ years of recent experience. The person should be experienced in preparing responses to RFIs and RFPs, working with technical staff to ensure deadlines are met, writing project case studies and data sheets, customizing staff resumes, maintaining databases, and coordinating information from subcontractors and subject matter experts.

This is a writing-intensive role—not solely proposal coordination or assembly of existing content. We are seeking a Proposal Manager who leverages cutting-edge tools, including AI, responsibly to accelerate drafting and research, while ensuring our strategic win themes, authentic voice, and competitive differentiators remain human-driven.

As Proposal Manager, you will be responsible for managing and preparing creative, strategic, and precise proposal submissions for the full cycle of proposal development. You will often work under 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.

Job Responsibilities

• Attends site visits, pre-proposal conferences, kickoff meetings, and proposal debriefs, as needed.
• Responsible for proposal preparation, including managing proposals in accordance with the Pursuit and Capture Process, scheduling and conducting technical and pricing proposal meetings, managing the action item register, controlling proposal writing and artwork, and arranging for 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 to write accurate, 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.
• Responsible for ensuring that proposals are professional, high-quality, and reflective of corporate standards and objectives, and that final submissions are compliant and responsive to all customer requirements and RFP instructions.
• Responsible for final proposal submission, including securing receipts for successful delivery, maintaining the final submission text and graphics library, coordinating proposal clarifications and BAFO submissions, and ensuring that the Contracts department has all original signed documents and certifications from internal teams and potential subcontractors.
• Establishes and maintains communication among all team members (local and remote employees, subcontractors, and teammates) using collaborative tools.
• Creates and incorporates illustrations, pictures, and designs to reflect the desired theme and tone of the proposal.
• Supports, communicates, reinforces, and defends the mission, values, and culture of the organization.
• Assist with other marketing and business development activities as needed to support pursuits.
• Works with presenters to develop and edit presentation slides.
• Researches and identifies potential client supplier portals for upcoming leads.
• Manages the electronic supplier portal process, ensuring all required information is processed accurately.

Qualifications

• 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 equivalent combination of education and experience.

Skills and Knowledge

• 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 in clear, specific language that both technical and nontechnical evaluators can understand.
• Highly proficient in the Microsoft Office Suite (Word, Excel, PowerPoint, SharePoint, Teams).
• Experience working with both commercial and government clientele.
• Experience with Adobe Creative Suite is highly desirable. Requires a good sense of aesthetics and design when using graphics for marketing documents.
• Strong interpersonal skills.
• Ability to establish and meet deadlines.
• Ability to effectively manage time, multitask, and pay close attention to detail.
• Strong verbal, 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.

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

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