Proposal Manager

Planned Systems International, Inc.; United States; Remote; USD 80,000 - 110,000; Full time

Job summary

Planned Systems International, Inc. is seeking a Proposal Manager to oversee proposal efforts for federal contracts. This role involves coordinating and managing proposals from start to finish, ensuring compliance, and collaborating with cross-functional teams. The ideal candidate will possess strong organizational and communication skills with a proven track record in proposal management, particularly within federal frameworks.

Benefits

Competitive total compensation package

Paid leave

Employer sponsored medical, dental, and vision

401(k) retirement plan with employer match

Tuition reimbursement programs

Qualifications

• 5-8 years of relevant experience in proposal management.
• Familiarity with federal contracting requirements and proposal compliance.
• Experience submitting RFIs, RFPs, and RFQs.

Responsibilities

• Manage proposal efforts from inception to submission, coordinating all proposal actions.
• Review and analyze solicitations for compliance requirements.
• Lead proposal reviews using Shipley best practices.

Skills

Organization

Project Management

Communication

Writing

Detail-oriented

Education

Bachelor's degree

Tools

MS Office

MS SharePoint

MS Visio

Job description

Overview

Planned Systems International (PSI) is an Enterprise IT services company who focuses on designing, building, securing, and operating cutting-edge software solutions and communications systems that drive mission success and operational excellence for Federal Government organizations. We are currently seeking a skilled Proposal Manager to join our business development team to lead and shape winning proposals for federal contracts. The Proposal Manager will be responsible for managing multiple proposal efforts simultaneously, from kickoff to submission, including document management, schedule management, stakeholder coordination and communication, compliance, information collection, and support for drafting and editing all proposal volumes. This role requires exceptional organization, writing, communication, and project management skills, with the ability to meet tight deadlines and produce high-quality work.

Essential Functions and Job Responsibilities

• Manage proposal efforts from inception to submission, serving as primary coordinator for all proposal actions (e.g., RFPs, RFIs, RFQs).
• Review and analyze solicitations to identify critical items required for compliant responses.
• Create, communicate, and manage proposal schedules and key deadlines.
• Compile and submit questions to the government as part of the solicitation process.
• Lead activities required to successfully assemble multi-functional teams to perform Blue, Pink, Red and Gold Team proposal reviews according to the Shipley best practices.
• Schedule and lead proposal reviews and debrief meetings.
• Track all proposal actions and work with action owners close out pending tasks.
• Assist proposal writers and subject matter experts by providing shell proposal sections, graphics, draft cover letters, and boilerplate materials.
• Work closely with cross-functional teams, including project managers, business development, and operations, to gather content that aligns with solicitation requirements.
• Review and edit proposal materials for clarity, accuracy, and consistency in line with company branding and proposal standards.
• Support the maintenance and update a library of standard proposal text, templates, and past proposals to streamline future response efforts.
• Stay current with government procurement trends and agency-specific requirements to align proposals with evolving client needs and writing best practices.
• Review proposals for compliance and provide feedback to address compliance gaps.
• Submit final proposals according to government instructions and confirm receipt with the government stakeholders.
• Facilitate executive-level virtual meetings, including preparing meeting agendas, capturing minutes, and tracking outcomes and action items.
• Work proactively and independently to carry out assignments to completion within parameters of instructions given, prescribed routines, and standard accepted practices.
• Function as part of an integrated team sharing products, best practices, and information across the PSI growth organization.
• Perform related duties as assigned by supervisor.

Minimum Requirements

• Bachelor's degree
• 5-8 years of relevant experience.
• Familiarity with federal contracting requirements, proposal compliance, and solicitation types.
• Experience submitting Sources Sought, RFIs, RFPs, and RFQs for proposal types including IDIQs, MATOCS, and SATOCS Unrestricted and Restricted.
• Experience leading and supporting RFPs on major federal vehicles.
• Understanding of price proposals exercises for Firm Fixed Price, Time and Materials, Cost Reimbursement
• Experience formatting and creating documents, presentations, and spreadsheets as needed in response to solicitations and tracking internal processes.
• Familiarity with SAM.gov, GovWin, and FPDS.
• Detail-oriented, with strong organizational skills to manage multiple deadlines and prioritize tasks.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and Adobe Acrobat.
• Familiarity with proposal management software (e.g., SharePoint)
• Ability to understand and interpret complex solicitation documents and translate them into clear, compelling proposals.
• Excellent interpersonal skills to communicate effectively with team members at all levels of the organization.
• Ability to thrive in a fast-paced, deadline-driven environment, managing multiple priorities simultaneously.
• Proactive in identifying and resolving issues that may impact proposal quality or deadlines.

Required Technical/Business Tools Experience

• MS Office (Word, Excel, PowerPoint, Outlook, Teams)
• MS SharePoint
• MS Visio

Physical Demands

• Ability and willingness to adhere to an untraditional work schedule, specifically working after hours and on weekends to satisfy tight proposal development schedules and deadlines. The demands for this position fluctuate between busy seasons and off seasons, requiring candidates to effectively and independently balance their time.
• Ability to effectively communicate in English, including talking and hearing.
• Ability to operate productively in a fully remote work environment, including the ability to take meetings and phone calls from a quiet and private space during business hours.

Company Benefits

PSI offers full-time, benefits eligible employees a competitive total compensation package that includes paid leave, and options for employer sponsored group medical, dental, vision, short-term and long-term disability, life insurance, AD&D coverage, legal services, identity theft, and accident insurance. Flexible spending account and health saving account options offer pre-tax savings for qualified medical, dental, and vision expenses. The company sponsored 401(k) retirement plan has an employer contribution match that is immediately vested. We invest in the professional growth of our employees through professional courses, certifications, and tuition reimbursement programs.

EEO Commitment

It is company policy to promote equal employment opportunities. All personnel decisions, including, but not limited to, recruiting, hiring, training, promotion, compensation, benefits, and termination, are made without regard to race, color, religion, age, sex, sexual orientation, pregnancy, gender identity, genetic information, national origin, citizenship status, veteran status, protected veteran status, disability, or any other characteristic protected by applicable federal, state, or local law. Reasonable accommodations for applicants and employees with disabilities will be provided. If a reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact Human Resources by emailing [e-mail], or by dialing 703-575-8400.