Proposal Manager
Applied Ecology, Inc., (AEI), a small environmental consulting business with a rapidly expanding footprint, is seeking a highly motivated and skilled Proposal Manager to join our growing team. AEI has three offices located in Florida and is a regional leader in geospatial, water resources, ecological and natural resources, and environmental remediation and contamination assessment services. This position is a full-time position that supports the Business Development Team that seeks out and responds to numerous requests for qualifications, services, and project proposals. The Proposal Manager will work with the BD team and proposal coordinator to pro-actively seek, track, and coordinate responses to new and expected opportunities that align with AEI’s core services. The Proposal Manager will be responsible for managing all aspects of AEI’s proposal response protocol and systems, including tracking mechanisms, project and resume selection, project and resume updates, proposal information tracking from announcement to final selection, proposal review tracking including assigned roles and deadlines, and proposal quality assurance.
Job Description:
The ideal candidate is highly organized, experienced at completing federal and non-federal environment and engineering request for proposals, and skilled at editing and designing technical documents. The candidate should be knowledgeable of Florida’s ecology and environmental topics, highly motivated to grow in their career, and capable of written communication. The candidate should be a problem solver that takes pride in their work and is able to work independently but knows when and how to communicate with the team. Interested applicants, please submit a cover letter and resume via the posting on the appliedecologyinc.com website addressed to Dr. Leesa Souto, Director of Operations.
Position Description, Responsibilities & Duties:
- Leads proposal activities that require team coordination, strategic content development, technical writing, reviewing and editing, team communications, and formatting.
- Reviews RFP documents; creates a proposal matrix; develops proposal schedule; creates outline, organization chart and other diagrams as needed; participates in meetings; and facilitates communication among the proposal team.
- Ensures continuity and compliance with corporate and client standards.
- Supervises and quality assures the implementation of AEI‘s proposal tracking methods.
- Creates multiple resume and project summary templates formatted for different pursuits.
- Populates AEI’s Customer Relationship Management (CRM) data in the Unanet software program.
- Develops and implements a workflow process to integrate the CRM system (Unanet) efficiently into proposal development.
- Creates and updates a database to track related project tasks under an overarching project with updated timelines and budget estimates.
- Develops a method and protocol to search specific websites for non-federal and federal opportunities that are released or expected to be released. Integrate opportunities into the Unanet system.
- Develops and implement a proposal “Go / No-go” vetting process that includes appropriate staff participation, and other considerations.
- Creatively prepares document layouts in a visually appealing manner
- Proofreads and edits technical documents for format, grammar, style, punctuation, and spelling
- Coordinates final proposal production, reproduction, binding, and shipping/submittal of document(s)
- Coordinates the flow of documents and review of all proposal inputs and outputs involving multi-disciplined, multi-office, and multi-firm project teams
- Performs internal personnel and project experience research in support of proposal efforts.
- Updates staff resumes and project descriptions to reflect the RFQ needs.
- Maintains and updates a master file system to track grant and contract opportunities.
- Actively searches local, state, and federal procurement systems and grant listings for opportunities
- Tracks all activities in AEI tracking systems.
Preferred Qualification:
- BA/BFA in Communications, Technical Writing, Marketing, or Administration.
- Minimum of 5 years of proposal-related experience.
- Experience working at an environmental consulting firm is preferred, and public sector experience is also desired, particularly with SF330 qualifications packages.
- Superior written and oral communication skills
- Ability to process information quickly and accurately, with organizational skills and heightened attention to detail
- Flexible and open to balancing priorities and managing multiple tasks simultaneously within compressed timeframes
- Sensitivity to deadlines with a willingness to work necessary hours to meet them
- Expertise working with Adobe Photoshop, InDesign or Canva.
- Expertise using Microsoft Word styles, templates, tables, and pagination
- Expertise using Adobe Acrobat
- Expertise using MS PowerPoint
- Expertise using MS Excel
- Knowledge in water resources, hydrology, ecology, biology, or other environmental sciences
- Knowledge of environmental issues in Florida
Applied Ecology, Inc. is an Equal Opportunity Employer. Our firm is committed through responsible management policies to recruit, hire, promote, train, transfer, compensate, and administer all other personnel actions without regard to race, color, ethnicity, national origin, age, religion, disability, marital status, gender, sexual orientation, gender identity or expression, genetic information, status as a protected veteran, and any other factor prohibited under applicable federal, state, and local civil rights laws, rules, and regulations.