Proposal Manager

Work Location
Hybrid Overview

BENEFITS:

We care about our employees and offer benefits that support your health, finances, and career growth.

• Medical, Dental & Vision Insurance
• 401(k) Retirement Plan with Company Match
• Paid Time Off (PTO)
• Tuition Reimbursement
• Paid Training
• Career Advancement Opportunities
• Life Insurance & AD&D Coverage
• Voluntary Benefits including Short-Term Disability, Long-Term Disability, Critical Illness, Accident Coverage, and more.

Benefits

We care about our employees and offer benefits that support your health, finances, and career growth.

• Medical, Dental & Vision Insurance
• 401(k) Retirement Plan with Company Match
• Paid Time Off (PTO)
• Tuition Reimbursement
• Paid Training
• Career Advancement Opportunities
• Life Insurance & AD&D Coverage
• Voluntary Benefits including Short-Term Disability, Long-Term Disability, Critical Illness, Accident Coverage, and more.

About This Position

Lead the development and submission of complex RFP/RFI responses from solicitation through archive. Own the plan, schedule, compliance, and quality; direct contributors across departments; and communicate with Sales throughout to deliver the best possible response.

Essential Functions, Duties, and Responsibilities

• Lead the proposal process from RFP receipt through submission and archive, owning the plan, schedule, compliance, and final quality of each response.
• Review and analyze RFPs, RFIs, and addenda to identify requirements, evaluation criteria, due dates, ship dates, upload instructions, and special requirements (bonds, audited financials, notarized forms).
• Participate in Sales9 proposal kickoff calls and communicate with Sales throughout the project to ensure the best possible response, including custom content based on knowledge of the client and incumbent or new-business status.
• Create the proposal outline with a matrix of findings and assignments; assign sections and information requests to Sales, Operations, Finance, Menu Development, HR, Legal, and Risk, and follow up until complete.
• Apply Trinity proposal templates and library content, tailoring the level of detail to the size and type of facility; contribute new information to the proposal templates and libraries as necessary.
• Set internal deadlines, track progress, and escalate risks and missing inputs early.
• Monitor and review upload sites, client Q&A, and addenda, and communicate changes to Sales and Operations.
• Work with subject matter experts (SMEs) to turn detailed information into accurate, defensible proposal language.
• Write, edit, proofread, and format the proposal draft, tailoring content to the client, facility type, and incumbent or new-business status.
• Use approved AI tools for drafting and for RFP-to-proposal compliance and gap analysis against requirements and evaluation criteria; verify all output and clear any operational content derived from AI with an SME before it is used.
• Direct the final quality review: review the final proposal for compliance, technical issues, and errors, ensuring all RFP requirements and evaluation criteria are satisfied, and confirm signatures, required forms, attachments, addenda, and confidential markings.
• Prepare final bid packages and submittal letters, oversee electronic submission files, and coordinate printing and shipping with the Print Center; be able to print and ship proposals in an emergency with provided equipment.
• Archive the total proposal archive, the final low-resolution PDF, and the final low-resolution redacted PDF using established procedures.
• Train and mentor Proposal Specialists as needed.
• Develop business relationships among internal associates to ensure effective proposal generation.
• Assist with client presentations and Best and Final Offers as requested; conduct post-submission lessons learned.
• Maintain the strict confidentiality of sensitive information.
• Other duties as assigned.

What You'll Need

• Bachelor9s Degree in Business, Communications, or English related discipline preferred; seven to 10 years of related proposal development experience, including managing multiple complex proposals, or equivalent combination of education and experience.
• Self-motivated, goal-oriented, organized, detail-oriented multi-tasker who excels in a rapid development environment, with exceptional communication skills.
• Ability to work independently and lead cross-functional contributors to meet deadlines.
• Excellent project management and time management skills, with the ability to work under pressure and manage multiple projects simultaneously.
• Excellent writing, editing, and reading comprehension skills, including the ability to interpret RFP requirements and evaluation criteria.
• Exceptional organizational skills and attention to detail, preparing materials with a high degree of accuracy.
• Proficient in Adobe InDesign, Adobe Acrobat and Microsoft Word.
• Excellent working knowledge of SharePoint, Microsoft Copilot, Microsoft Teams (or equivalent) and Salesforce.
• Working knowledge of the Apple computer platform.
• Work independently and in a team, providing constructive feedback and direction to support team goals.
• Ability to direct and motivate contributors across departments.
• Sound judgment in identifying compliance risks, unsupported claims, and gaps, and in escalating them to Sales, Operations, or Legal.
• Multi-task and prioritize across multiple proposals, strictly adhering to deadlines.
• Communicate with all levels of the organization and work well with a variety of personalities.
• Adapt to change, solve problems proactively, and complete tasks under stressful situations with efficiency and accuracy.