Position Overview The Proposal Manager is responsible for managing the development, production, and timely delivery of compliant, high-quality proposals for Quiet Professionals/Spathe Systems' assigned opportunities, ensuring alignment with solicitation requirements, win strategy, and corporate standards to support successful contract awards in defense, intelligence, and national security markets.
As a core member of the proposal operations team, the Proposal Manager coordinates cross-functional contributors (capture, technical SMEs, pricing, graphics), enforces schedules, maintains compliance, and drives content development for technical, management, and past performance volumes. This role focuses on SOF/SOCOM, DoD, and IC pursuits, working closely with capture managers, solutions engineers, and senior leadership to produce polished, persuasive submissions in a deadline-driven environment.
Primary Responsibilities- Proposal Planning & Kickoff
- Develop detailed proposal schedules, outlines, compliance matrices, and annotated mock-ups based on solicitation instructions and win themes.
- Lead proposal kickoff meetings, section planning sessions, and daily status updates to align contributors and maintain momentum.
- Assign writing responsibilities, track progress, and manage version control using proposal collaboration tools.
- Content Development & Coordination
- Facilitate development of compelling, customer-focused narratives in technical, management, and past performance sections.
- Work directly with SMEs, capture managers, and solutions teams to gather input, resolve gaps, and ensure content reflects discriminators and strengths.
- Conduct iterative reviews and incorporate feedback to strengthen messaging and eliminate weaknesses.
- Compliance Management
- Create and maintain compliance matrices to ensure 100% adherence to page limits, formatting, section requirements, and evaluation criteria.
- Perform compliance checks throughout development and lead final quality assurance reviews before submission.
- Manage production processes (editing, proofreading, graphics integration, desktop publishing) to deliver error-free documents.
- Cross-Functional Collaboration
- Coordinate input from capture, pricing, subcontracting, technical, and executive teams to integrate consistent themes, pricing strategy, and risk mitigation.
- Facilitate color team reviews (pink, red, gold) and resolve conflicts to drive timely decisions.
- Support orals preparation and BAFO responses as required.
- Proposal Tools & Asset Management
- Utilize proposal management platforms (SharePoint, proposal automation software, Adobe Acrobat) for document control, collaboration, and version tracking.
- Leverage and update reusable proposal assets (boilerplate, resumes, past performance summaries, graphics library) to improve efficiency.
- Contribute to process improvements, lessons learned, and template enhancements for future bids.
- Submission & Post-Submission Support
- Oversee final assembly, electronic formatting, and submission via government portals (SAM.gov, DoD systems).
- Assist with post-submission activities, including clarification responses, debrief preparation, and win/loss documentation.
- Track proposal metrics (cycle time, compliance issues, production challenges) to inform continuous improvement.
Key Performance Indicators (KPIs)- On-time, fully compliant proposal submissions with zero major compliance deficiencies.
- Successful execution of proposal schedules and color team deliverables.
- Reduction in content rework and production issues through effective coordination.
- Contribution to high-quality, persuasive submissions that support win outcomes.
- Effective management of proposal resources and contributor accountability.
Qualifications- 5+ years of proposal management experience in defense, intelligence, or government contracting, including responsibility for full proposal lifecycles.
- Demonstrated success managing proposals for DoD/SOCOM/IC opportunities with strong compliance and quality outcomes.
- Solid knowledge of federal proposal processes (FAR/DFARS, solicitation compliance, color team reviews, APMP fundamentals).
- Familiarity with SOF/SOCOM mission areas, technical solution writing, and pricing integration.
- Bachelor's degree required; advanced degree or professional certifications preferred.
- Active DoD Secret clearance required; TS/SCI strongly preferred.
- APMP Foundation certification (or equivalent) preferred; APMP Practitioner or PMP a plus.
Leadership Competencies- Proposal Execution: Manages complex proposals with precision and under tight deadlines.
- Compliance Discipline: Ensures unwavering adherence to solicitation requirements and quality standards.
- Coordination Skills: Aligns diverse contributors to produce cohesive, winning documents.
- Detail Orientation: Maintains accuracy and polish in high-stakes submissions.
- Mission Commitment: Embodies Quiet Professionals/Spathe Systems' ethos of service, integrity, and excellence in support of SOF and national security.
