A proposal manager is responsible for coordinating the proposal process, preparing proposals, and submitting them to potential clients. They review requests for proposals, delegate tasks, supervise the proposal team, and make site visits to interact with clients.
Typically, a proposal manager will have the responsibility of managing all of an organization’s proposals. This involves coordinating the proposal process, preparing the actual proposals, and submitting proposals to potential clients. The proposal manager will spend considerable time reviewing requests for proposal (RFPs), confirming requirements with prospects, and starting the proposal process. Typically, working under a deadline, he or she will be responsible for delegating all tasks necessary to complete a proposal, while overseeing the writing, editing, illustration, and all other production efforts associated with the proposal. In addition, he or she will develop a proposal timeline, identify the most urgent tasks, and assign proposal priorities according to internally developed procedures.
Once a proposal manager receives a request for proposal, he or she reads the entire document, focusing on understanding the client’s specifications and expectations, as well as the relevant deadlines and budget. During the review process, the proposal manager often takes notes and writes down questions that he will clarify with the client before starting. From there, he or she will build a proposal plan, describe each stage of the proposal as well as its requirements, and define a timeline leading up to the proposal deadline. Task delegation is part of the planning process in which the manager will recruit organizational and subcontractor resources and expertise to contribute to the proposal.
Effective supervision is critical to a proposal manager’s job once the proposal is under way. In guiding all proposal team members, he will disseminate necessary information and oversee the production of all proposal pages, including aesthetics and written content. Conducting periodic progress reviews, he or she will ensure that the proposal meets the client’s request. Upon completion of the first draft, the proposal manager will review the draft for accuracy and consistency, as well as ensuring that the proposal aligns with the client’s requests. Afterwards, he or she will return the document to the proposal team for any and all revisions before forwarding to the prospect.
Serving as the organization’s representative for proposals, the proposal manager will also make regular site visits to interact with clients, as well as attend bidder conferences. Upon approval by a client of a submitted proposal, the client will also participate in contract finalization and implementation. Often this will include negotiating final agreements as well as informing your organization at the start of the proposed work. Holding team meetings in case a proposal fails is also essential to the job.
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