How to Write an Effective Job Description for a Proposal Manager 

What is a Proposal Manager? 

A Proposal Manager is a professional responsible for managing the process of preparing and submitting Request for Proposals (RFPs) to secure contracts. This involves coordinating input from various teams, creating a compelling proposal, ensuring compliance with client requirements, and submitting on time.  

Key Components of a Proposal Manager Job Description 

To write an effective job description, include the following sections: 

1. Job Title and Overview 

• Job Title: Depending on the level of responsibility, choose a specific title, such as “Proposal Manager,” “Senior Proposal Manager,” or “Proposal Manager.”  

• Overview: Provide a summary of the role. Mention the core purpose of the position, highlighting its importance in driving new business opportunities and maintaining relationships with key stakeholders. For example: 

“The Proposal Manager will oversee the entire proposal process, from identifying opportunities and coordinating proposal development to submitting high-quality, compliant RFP responses. The role requires strong project management, communication skills, and a keen understanding of client needs.”

2.  Primary Responsibilities

The responsibilities section should clearly outline the daily tasks and broader functions the Proposal Manager will be expected to perform. Ensure that the list is comprehensive enough to cover all significant aspects of the role while avoiding an overwhelming number of duties. Here are some examples of what you may like to include:  

• Managing the Proposal Process: Coordinate the end-to-end process, including opportunity identification, proposal preparation, compliance checks, and submission. 

• Strategy Development: Work with the team to create a proposal strategy that aligns with the client’s requirements and maximizes the chances of success. 

• Coordination with Stakeholders: Collaborate with internal departments such as sales, legal, finance, and technical teams to gather necessary information and ensure a unified approach. 

• Compliance Assurance: Ensure all submissions meet client specifications, legal standards, and internal quality controls. 

• Proposal Writing and Editing: Review and refine proposal documents to ensure clarity, accuracy, and consistency. 

• Maintaining a Proposal Library: Develop and manage a centralized repository of reusable content, including templates, case studies, and boilerplate language. 

• Tracking Deadlines and Submissions: Monitor all deadlines and submission requirements to ensure compliance and timely delivery. 
• Post-Proposal Analysis: Conduct reviews of past proposals to identify strengths and weaknesses, providing feedback to improve future submissions. 

3. Qualifications and Required Skills

List the minimum qualifications, experience, and skills needed for the role. This section helps candidates assess their suitability and ensures that only relevant applications are submitted. You may want to include some or all of the following:  

• Education: A bachelor’s degree in business, communications, marketing, or a related field. 

• Experience: Typically, 3-5 years of experience in proposal management, proposal development, or a similar role is required. 

• Technical Skills: Proficiency in Microsoft Office Suite (especially Word and Excel) and familiarity with proposal management software such as AutogenAI can be beneficial. 

• Project Management Abilities: Experience managing complex projects and coordinating with multiple teams. 

• Communication Skills: Strong written and verbal skills, with the ability to present complex ideas clearly. 

• Analytical Thinking: Ability to analyze proposal requirements, identify risks, and develop mitigation strategies. 

• Time Management: Skills to manage multiple proposals simultaneously and meet strict deadlines. 

4. Preferred Qualifications

While not mandatory, specific preferred qualifications can attract highly skilled candidates: 

• APMP Certification: Certification from the Association of Proposal Management Professionals is highly regarded. 

• Industry-Specific Experience: Prior work in construction, IT, or government contracting sectors. 

5. Company Culture and Values

Briefly describe your organization’s values, mission, and work environment. Mention any cultural aspects relevant to the role, such as teamwork, innovation, or client focus. This can help candidates determine if your company fits their career aspirations. 

6.  Compensation and Benefits

If possible, provide information about the salary range and benefits. Transparency in this section can attract the right candidates and reduce mismatches. Consider including details about professional development opportunities, remote work options, or performance incentives. 

Writing Tips for an Effective Job Description 

• Use Action-Oriented Language: Begin each responsibility with a strong action verb to communicate expectations (e.g., “Manage,” “Coordinate,” “Develop”). 

• Be Specific: Avoid generic language and tailor the job description to reflect the nuances of your industry and organization. 

• Keep it Concise but Comprehensive. Include enough detail to convey the role’s demands accurately without overwhelming the reader. 

• Emphasize Growth and Development: Mention any opportunities for career advancement or training programs, as this can attract motivated candidates. 

Common Mistakes to Avoid 

• Overloading the Job Description: List only a few responsibilities or qualifications. Focus on the critical aspects of the role that will help candidates understand the primary objectives. 

• Using Vague Language: Phrases like “assist with proposals” or “coordinate some tasks” are not specific enough. Be precise in describing the expectations. 

• Ignoring Soft Skills: While technical skills are essential, pay attention to interpersonal qualities such as leadership, communication, and attention to detail, which are vital for a Proposal Manager. 

Writing a compelling Proposal Manager job description involves more than listing duties and qualifications. It’s about clearly conveying the expectations, responsibilities, and growth opportunities associated with the role while also reflecting your organization’s values. Tailoring the job description to align with industry standards and avoiding common pitfalls will help you attract qualified candidates who are well-suited to drive your organization’s success in securing new business.