Main Responsibilities and Required Skills for Proposal Manager
A Proposal Manager is responsible for creating and maintaining proposal and contract processes. They adapt and create proposal content and perform quality control activities. In this blog post we describe the primary responsibilities and the most in-demand hard and soft skills for Proposal Managers.
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Main Responsibilities of Proposal Manager
The following list describes the typical responsibilities of a Proposal Manager:
Adapt
Adapt and create new, well-written, and well-edited proposal content.
Advise
Advise management on proposal matters.
Analyze
Analyze the RFP and make associated proposal process and content judgments.
Archive
Archive proposal elements, build on to existing and develop new boilerplate, and update company data.
Assemble
Assemble overall initial program budget and schedule.
Assist in
Assist in conducting client workshops and presentations.
Assist in development of white papers.
Assist in preliminary workshops and meetings as required.
Assist in the planning of special events such as trade shows, conferences, and networking.
Assist senior Proposal Managers on larger, more complex proposals.
Attend
Attend and conduct a client debrief and capture information.
Champion
Champion efforts to ensure all deliverables look professional and promote the firm's brand.
Champion proposal best practice.
Collaborate with
Collaborate with other proposal managers to share best practices and lessons learned.
Collect
Collect new or updated bios and work with Knowledge Management to update bio library.
Communicate
Communicate internal and external requirements with the pursuit team.
Communicate verbally and in writing with proposal participants to track tasks against the schedule.
Complete
Complete and / or source and track the internal development of required certifications and documents.
Compose
Compose and edit content including executive summaries, corporate overviews, and solution overviews.
Conduct
Conduct follow-ups with Subject Matter Experts if needed.
Conduct regular proposal progress status meetings and maintain the proposal schedule.
Conduct various color reviews as part of the Business Development lifecycle.
Contribute to
Contribute to and manage proposal content.
Contribute to assigned client relationship improvement activities and implementation.
Coordinate
Coordinate and ensure that risk management is completed.
Coordinate and lead proposal meetings, such as strategy sessions, risk review and technical reviews.
Coordinate graphics development support.
Coordinate responses to client RFQs, RFPs, RFIs and prepare quotes and offers.
Coordinate the presentation development process.
Create
Create and execute plans and content to help shape procurement decisions and ensure client success.
Create and submit award applications to help secure industry endorsement and social proof.
Create professional proposal templates.
Create, setup, manage, and lead pre-RFP activities.
Create the proposal's annotated outline.
Create the proposal schedule and keep track of proposal progress.
Deliver
Deliver the final proposal to the customer per solicitation requirements.
Determine
Determine labor and equipment costs and perform job site visits if required.
Develop
Develop and maintains marketing materials, information systems, tracking systems, and records.
Develop and manage bid programme and identify necessary resources.
Develop and manage proposal response timeline, including schedule, people, and documents.
Develop and manage to the schedule for all color reviews and final production.
Develop content that utilizes effective and appropriate graphical representation.
Develop document outlines, writing assignments, and templates in accordance with the RFP.
Develop / edit / submit RFP questions and review answers and RFP amendments for their implications.
Develop, execute and track the proposal response schedule.
Develop graphical content (organization charts, info graphics, photographs) with project team.
Develop outlines and templates that are compliant with RFP requirements.
Develop required resumes and project profiles required for proposal purposes.
Develop RFP compliance matrix and response templates.
Develop the proposal schedule, outline, compliance matrix, and Proposal Development Plan.
Develop the proposal structure to meet the customer solicitation requirements.
Direct
Direct and manage pursuit team efforts overall.
Direct writing / editing / rewriting efforts and graphic concepts development as needed.
Draft
Draft and write sections of the proposal.
Drive
Drive the development of our response strategy - ensuring continued innovation in our responses.
Edit
Edit, assemble, or coordinate assignments as needed to produce final document.
Ensure
Ensure accurate, compliant, and complete proposal production, quality control, and submittal.
Ensure all proposals are 100% compliant with RFP requirements.
Ensure compliance with corporate proposal management process / policy.
Ensure consistency in proposal development for style, presentation, and RFP guidelines.
Ensure due diligence of proposal production and submission of fully compliant bids.
Ensure graphics are representative of text and relevant to the sales process.
Ensure high quality preparation with consistent use of SRG's brand and key messages.
Ensure pursuits are accurately tracked through internal systems.
Ensure site is accurate, up-to-date, and accessible by the proposal team.
Ensure sure the key messages and winning themes are well emphasized throughout the document.
Ensure that appropriate team comments are incorporated in the final proposal.
Ensure that proposals submissions are compliant with applicable RFP, RFQ or RFI instructions.
Ensure the final proposal is complete and compliant to all customer and corporate requirements.
Ensure the proposal closeout process is complete.
Enter
Enter leads in Salesforce and update the leads progress to proposals and jobs.
Establish
Establish and communicate the proposal development plan and review schedule.
Establish proposal timelines / milestones and co-ordinate with teams.
Evaluate
Evaluate and monitor progress, providing feedback and recommendations.
Execute
Execute proposal development process throughout the proposal lifecycle.
Facilitate
Facilitate team understanding of governmental procurement requirements and processes.
Follow up
Follow up with appropriate contact for additional information as required.
Gather
Gather and analyze information skillfully.
Hand
Hand over information where proposals are won to finance.
Help
Help collect and document risks.
Identify
Identify all graphic design needs and engage appropriate design resources.
Identify and track tendering opportunities in their early stages.
Identify appropriate content and messaging to support sales strategy.
Identify, capture and develop win themes.
Identify, develop and maintain relationships with partners in prime and sub capacities.
Identify need for graphical content and develop appropriate graphics to support messaging and theme.
Identify the required proposal resources and estimate the proposal effort.
Identify weaknesses in a document and provide creative improvements.
Interface with
Interface directly and indirectly with customer to review / present / negotiate.
Lead
Lead activities required to successfully perform various color proposal reviews.
Lead development of necessary presentations to support proposals.
Lead non-advocate proposal reviews to critique and sharpen ICEYE offerings.
Lead proposal kick-off, status updates, and colour review meetings.
Lead the development of storyboards, annotated outlines, and mockups.
Lead weekly proposal status meetings and ensure meeting notes are kept and distributed.
Liaise with
Liaise with subject matter experts as required to contribute to and review the response.
Liaise with Project Managers to gain early project understanding and proposal planning.
Maintain
Maintain appropriate knowledge of the technical and regulatory environments.
Maintain company's SharePoint site for contracts / proposals / projects.
Maintain ownership of case study library.
Maintain professional resumes of all applicable firm personnel.
Manage
Manage all volumes and coordinates the pricing volume.
Manage a team of Proposal Managers / Capture Coaches.
Managed
Managed all aspects of RFP / RFI / RFQ responses for a global (B2G or B2B) marketplace.
Manage
Manage database for proposals (staff profiles, references, company expertise, etc.).
Manage inputs from across the company, setting and enforcing deadlines and expectations.
Manage multiple proposals and presentations simultaneously.
Manage production and on-time electronic and / or hardcopy delivery to clients.
Manage production of necessary props (PowerPoint slides, leave-behinds, boards, etc.).
Manage proposal preparation process.
Manage the configuration of all proposal deliverables during development.
Manage the proposal process for RFPs, EOIs, RFQs, and other formats.
Manage the proposal process from pre-RFP activities through final production and close out processes.
Manage the RFP response / proposal development process.
Manage updates and revisions to various proposal volumes.
Meet
Meet all deadlines for on-time quality delivery of RFI responses and proposals to customers.
Monitor
Monitor RFP aggregator sites and customer procurement sites for upcoming RFPs.
Obtain
Obtain the price for the solution using Pricing template / tool.
Oversee
Oversee and direct proposal development in response to Government and private industry RFPs.
Oversee, influence and communicate with Digital Marketing at a senior level.
Oversee the quality process of the proposal documents.
Participate
Participate in preparing for oral presentations and prospective-client site visits.
Participate in the development and review of proposal strategies and win themes.
Participate in the development of the overall proposal strategy.
Perform
Perform and completes required forms and signatures.
Perform desktop publishing and creates graphics for proposals and marketing initiatives.
Perform pursuit close-out activities.
Perform quality assurance as necessary.
Perform quality control activities per the appropriate process / requirements as indicated.
Perform risk management to minimise project risks.
Plan
Plan and coordinate conference attendance / exhibits and special events as needed.
Plan overall initial program framework, budget and schedule.
Post
Post all RFS proposal documents listed on the Proposal Manager Checklist in RFS Tool.
Prepare
Prepare customer Proposals for modification programs and / or engineering support activities.
Prepare the compliance matrix and kick-off materials; and manage the SharePoint site for each bid.
Proofread
Proofread documents for consistency, grammar, spelling, and punctuation.
Provide
Provide graphic design support for presentations and specialized project and marketing pieces.
Provide input on proposal development costs.
Provide oversight of subcontractors by monitoring burn rates.
Provide quality assurance for all documents and materials.
Provide support to marketing / business development initiatives, as required.
Reconcile
Reconcile contract mods and contract financials.
Reinforce
Reinforce the proposal process and change management to new process updates.
Research
Research prospects' business and objectives to contribute to sales strategy.
Review
Review accurate quantity takeoffs and materials pricing.
Review all sections and manages review by other participants.
Review and analyze Solicitation and related documents.
Review assigned RFPs and prepare appropriate summaries of background information and RFP highlights.
Review final estimate and apply strategic cost factors where necessary.
Run
Run the existing regional semi-weekly proposal meetings (all branches including engineering).
Schedule
Schedule and facilitate meetings with partner companies.
Source
Source and procure project photo licenses (subject to budget approval).
Submit
Submit consistently high quality, customer focused tender responses within allocated time frame.
Support
Support and coaching from some of the most engaging colleagues in the industry.
Support and organize Customer visit.
Support clarifications and post-bid submission requirements.
Support, develop and implement proposal standards and templates.
Support integrated opportunities (i.e., spanning across multiple Business Units).
Support metrics to measure performance of proposal activity.
Support new content development efforts and strategic firm initiatives as needed.
Support of professional development and reimbursement of membership dues.
Support proposal management team with RFPs, presentations, and various client deliverables.
Support sales and operations during the bid and contracting phase.
Support sales pipeline and forecast activities through gathering and reporting of RFX opportunities.
Support the maintenance and development of internal tools, including our proposal and CRM systems.
Support the sales team in meeting annual sales goals and objectives.
Take
Take ownership of rapid decision making using data-driven and technical insights.
Track
Track and evaluate incoming requests for proposal (RFPs) from multiple customers simultaneously.
Track record of success demonstrated by win record—and the ultimate success of those projects.
Track win / loss pursuit metrics.
Translate
Translate complex ideas into clear and effective graphics.
Understand
Understand capabilities (skill sets) and interests of resources as factors into staffing decisions.
Understand competitive landscape and seek to positively differentiate bid offer.
Update
Update existing proposal graphics and art / text using graphics related software.
Upload
Upload all final deliverables to proposal and presentation libraries.
Use
Use standard best practices to increase the win probability of deals through better proposals.
Utilize
Utilize existing file structures and update various content libraries and databases as required.
Visit
Visit client sites as requested by Supervisor to meet with staff and customer.
Work with
Work to continually assess and improve processes and techniques.
Work with external large and small business partners.
Work with presentation members to improve win strategy and messaging.
Work with sales team and leadership to ensure required approvals at various stages are met.
Work with Sales Team to shape customer solicitations while in draft stages.
Work with the knowledge management team to maintain proposal content database and proposal archive.
Write
Write Executive Summaries and cover letters.
Write the executive summary and key themes for major pursuits.
Most In-demand Hard Skills
The following list describes the most required technical skills of a Proposal Manager:
Proposal Management
MS Sharepoint
Business
Communications
EDIting
Journalism
Computer
Writing
MS Outlook
MS Suite
RFP
Communication
Technical Writing
Business Administration
Dod Personal Security Clearance
Proposal Writing
Most In-demand Soft Skills
The following list describes the most required soft skills of a Proposal Manager:
Written and oral communication skills
Organizational capacity
Attention to detail
Interpersonal skills
Time-management
Analytical ability
Creative
Collaborative
Flexible
Initiative
Multi-task
Problem-solving attitude
Teamwork
Work under pressure
Leadership
Commitment
Presentation
Proactive
Business acumen
Results-oriented
