Proposal Manager

Hill International, Inc. Philadelphia , PA 19107

Posted 2 months ago

Hill International is an international construction consulting firm that provides program and project management, construction management, cost engineering and estimating, quality assurance, inspection, scheduling, risk management and claims avoidance to clients involved in major construction projects worldwide. Hill has participated in over 10,000 project assignments with a total construction value of more than $500 billion. Hill is a publicly traded company listed on the New York Stock Exchange (NYSE: HIL), and is headquartered in Philadelphia, Pennsylvania. (

Proposal Manager

The primary responsibility of the Proposal Manager is the management, writing, designing and production of competitive proposals and presentations for construction management, program management, project controls, and claims services. This position requires a commanding knowledge of the industry and exceptional writing skills combined with the ability to multi-task on multiple pursuits. He or she is also responsible for quality control and mentoring of

proposal coordinators and assistants in the art of proposal research, writing, and time management to help with their professional development. Lastly, the Proposal Manager is responsible for providing technical and persuasive writing for project profiles, resumes, and other proposal elements to enhance and enrich the content and message of the firm's proposal resources.

Duties and responsibilities:

Work Process and Deliverables

  • Coordinate go/no-go decisions with Business Development staff.

  • Attend pre-proposal meetings and/or interviews when requested.

  • Lead the development of competitive proposals from teaming and pre-proposal meetings through delivery of submittals.

  • Work with Proposal & Graphics Director and Business Development staff to create effective schedules for writing and producing materials in a timely, resource-efficient manner.

  • Develop non-technical proposal sections and tailor project descriptions and resumes as needed.

  • Collect/draft technical proposal sections from past submissions or by research through individuals or other sources.

  • Help internal clients access accurate information and work samples in a timely manner in all system programs/databases.

  • Use Deltek Vision and other database systems to retrieve project and resume information.

  • Coordinate with various Hill departments to secure legal and insurance reviews of RFP documents.

  • Maintain Deltek Vision calendar (production schedule) of proposals and presentations.

  • Be well-versed in developing SF 330s.

  • Prepare and develop materials for meetings, interviews, and presentations. Coordinate presentation preparation as required.

  • Manage prequalification efforts for city, state, and federal agencies, apart from those inherent to specific proposals.

  • Field various support and information requests from other offices and departments.

  • Assist Corporate Marketing and Proposal staff with editing services for brochures, flyers, website, and other materials applying the Corporate Style as necessary for consistency as requested.

  • Proofread, edit, or rewrite all other copy as requested.

Process and Personnel Oversight

  • Receive and analyze RFPs to develop schedule and task assignments using the Proposal Workflow Chart, Proposal Process Checklist, and the Proposal Directive Form. Mentor proposal coordinators and assistants in department processes and procedures.

  • Provide direction and prioritize/monitor day-to-day workload of proposal coordinators/assistants and graphic specialists when required on related projects, and provide overflow resources when necessary.

  • Oversee and juggle daily or weekly workload as necessary to meet last-minute emergencies.

  • Mentor and grow proposal coordinators and assistants to reach their creative and technical potentials.

  • Collaborate with all proposals and graphics staff when necessary.

  • Participate in Interviewing, mentoring and evaluating proposal coordinators, assistants, and specialists when requested.

  • Report directly to Proposal & Graphics SVP regarding staffing, hardware, and software needs.

Data Maintenance/Improvement

  • Write, collect, manage, and upkeep corporate data.

  • Update appropriate areas of corporate databases and network folders with project, resume, or proposal text information after every submission.

  • Use Deltek Vision and other database systems to archive project and resume information, providing input as required.

  • Establish language consistency in existing project descriptions and resumes in Vision.

  • Develop high-quality project description text for Hill projects and circulate for review and approval by appropriate staff.

  • Enter approved and verified data into Vision.

  • Develop persuasive text for competitive resumes, project descriptions, and proposal boilerplate.

  • Work closely with acquisition integration teams to review resume and project write-ups and efficiently convert said materials into Hill format.

  • Work closely with company recruiting staff to convert candidate resumes into Hill format for use in proposals. May require interaction with new hires and potential employees.

  • Work with your regional proposal teams (primarily) and other regions (as requested) to develop qualifications-based text for use in proposals, qualifications statements, and other marketing materials.

Communication, Collaboration, and Process Improvement

  • Work in a team environment to produce competitive proposals and presentations.

  • Work collaboratively with regional offices to ensure adequate resources are available for endeavors pursued locally by each respective office.

  • Regularly communicate with offices you support to stay current and up-to-date on their people, projects, strategies, and expectations.

  • Work with and listen intently to the needs of internal clients to develop responsive proposal/presentation needs of the firm as such needs evolve.

  • Work collaboratively with Business Development, Operations, Management, and Proposal Department staff to aid in the creation of a shared vision of proposal needs of the firm.

  • Develop positive, encouraging relationships, particularly with those new to the industry or the firm.

Quality Assurance/Quality Control

  • Review all work you produce and facilitate QA/QC of Eastern Region proposals by other (Proposals Director, Senior Management, BD Pursuit teams) before delivery to the clients.

  • Assist in review of all submittals to assure that they are compliant with their respective RFQs/RFPs.

  • Learn and maintain department archiving systems for posting and sharing of proposal and corporate material for use in proposals and presentations worldwide.

  • Work closely with Marketing, Proposal, and Business Development staff firmwide to improve the quality of written materials produced.

  • Actively take part in process improvement teams to generate and develop marketing materials that are accessible firmwide.

  • Advance the quality of all documents produced by the firm.


Via internal and external sources, stay current with industry software and process trends to maintain speed and efficiency in internal systems, applications, databases, and procedures.

This is a challenging career position for a seasoned proposal manager. He or she will take full responsibility for the proposal development and production process and contribute to maintenance of databases to ensure accuracy of current information. Must be a self-starter with strong organizational skills, possess the ability to handle multiple tasks and meet tight deadlines, and be willing to work overtime as needed to accommodate deadlines and production schedules. Strong writing and proofing skills is a must. May be asked to perform special projects as required, and be willing to travel occasionally to other office locations.

Education, Experience and Technology

  • Bachelor's degree in English, journalism, marketing, communications, architecture, engineering, construction management or related field, or equivalent experience and training

  • Minimum 3 years of experience in writing, editing, and preparation of proposals, preferably in the A/E/C industry

  • Solid proficiency in Microsoft Office Suite and in Adobe InDesign and Acrobat Professional. Desirable to have experience in cross-platform operating systems and a working knowledge of Adobe Photoshop and Illustrator.

Skills (Writing, Editing, Desktop Publishing)

  • Strong written communication skills including writing, editing, and proofreading Experience and knowledge in producing competitive resume, brochure, project description, and proposal text.

  • Ability to work with technical staff on proposal narrative to ensure understandability of text

  • Desktop publishing skills in text development, standard template use, and text formatting

  • Ability to create and manipulate basic graphic elements (i.e., organization charts, tables, exhibits, etc.) and to use templates for formatting, layout, and proposal/presentation preparation

  • Ability to follow company branding specs and standards and to lead graphics specialists to develop specific graphic elements for proposals/presentations across market sectors

Teamwork and Collaboration

  • Ability to work as a team member with an array of marketing and technical professionals in a deadline-driven environment to produce top quality proposals and presentations

  • Ability to work independently and in collaboration with others, and to coordinate and supervise the work of others to meet deadlines and bring projects to completion

  • Excellent verbal communication skills for interface with internal and external clients

Time Management and Organization

  • Excellent organizational skills and attention to detail

  • Keen ability to multi-task and meet strict deadlines

  • Ability to generate a high-quality product quickly and to function effectively under pressure

  • Ability to take initiative to work with clients (internally and externally) from initial contact through conceptual development to project completion

  • Availability to work overtime as required is a must, and a willingness to travel as necessary is desired.

Process Improvement and Problem Solving

  • Willingness to work diligently to set quality levels and to help win work through concise, clear, and sometimes creative writing.

  • Ability to solve complex technical or design problems and to serve as creative consultant on projects

Hill International is an Equal Opportunity Employer/Minority/Female/Veteran/Disabled

Note: This job description is intended to provide an indication of the nature and levels of work, knowledge, skills, abilities and other essential functions to be carried out as part of fulfilling the role mentioned in the job title. Various other duties as required.

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Proposal Manager

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