Proposal Manager

This is a fully remote position, open to applicants in United States.

📋 Description

• Take ownership of the pursuit tracking system in Smartsheet, ensuring that each active pursuit row is up-to-date with precise deadlines, ownership details, health status, and blocker notes.

• Oversee the intake of new pursuits — record incoming opportunities, verify proposal due dates with the Sales Owner, and confirm a Pursuit Lead is designated before technical work commences.

• Conduct the weekly pursuit standup meeting, which includes preparation prior to the meeting, facilitating the agenda, updating Smartsheet in real-time during the call, and sharing the post-standup summary with the Teams pursuit channel.

• Track the health of pursuits within the active pipeline, proactively identifying those at risk of missing deadlines and escalating issues to Sales Owners and the ASD manager ahead of deadlines.

• Monitor the capacity of engineers and estimators using the Smartsheet capacity view; alert the ASD manager about overload situations before accepting new pursuit assignments.

• Act as the main communication link between the pre-sales team and Sales Owners, delivering timely and factual status updates while managing expectations regarding deliverable timelines.

• Maintain and continuously enhance pursuit coordination processes, tools, and templates to support a repeatable and scalable pre-sales operation.

• Ensure that closed pursuits (Won, Lost, On Hold) are promptly updated in Smartsheet and conduct monthly archive cleanups to uphold a clear active pipeline view.

• Assist the ASD manager with pursuit pipeline reporting and capacity data for leadership reviews and board-level reporting as required.

⛳️ Requirements

• Bachelor’s degree in business, communications, project management, or a related field; equivalent professional experience will also be considered.

• 2–5 years of experience in project coordination, sales operations, pre-sales support, or proposal management roles.

• Proven ability to manage multiple concurrent deadlines within a fast-paced pipeline while maintaining attention to detail and ownership.

• Expertise in Smartsheet, including the ability to build and maintain sheets, configure automations, and create reports and dashboards.

• Excellent communication skills; capable of effectively collaborating with technical engineers, estimators, and sales professionals, while diplomatically pushing back when deadlines or capacity are at risk.

• Natural coordinator instincts — proactive, organized, and comfortable taking ownership of a process even without being the technical expert.

• Exceptional organizational skills with a strong focus on detail; able to ensure data accuracy across a high volume of active opportunities.

• Strong interpersonal skills; adept at building trust with engineers who may be skeptical of process overhead and with sales leaders who expect timely responses.

• Familiarity with warehouse automation, material handling, or industrial pre-sales environments is preferred but not mandatory.

• Proficiency in Microsoft 365, including Teams, Outlook, and SharePoint; experience with Salesforce CRM is an advantage.

• **Preferred Skills & Experience:**

• Experience in AEC (Architecture, Engineering, or Construction) or management consulting firms.

• Familiarity with collaborative software platforms (e.g., SharePoint, Smartsheet Work Platform, MS Project, Teams, Salesforce, or similar systems).

• Knowledge in graphic design, layout, and visual communication tools.

• Understanding of best practices in proposal development and commercial enablement.

• Excellent communication skills and the ability to navigate tight timelines within a team matrix organization.

🏝️ Benefits

• Medical Insurance

• Dental Insurance

• Vision Insurance

• Health Care Concierge Service

• 401(k) Retirement Plan (Pre-tax & Roth)

• Company paid Basic Life Insurance, Short-Term Disability & Long-Term Disability

• Voluntary Life & AD&D Insurance

• Voluntary Accident, Critical Illness & Hospital Indemnity Insurance

• Pet Insurance

• Milk Stork Program

• Wellness Program with gift card redemption and wellness challenges

• Paid Time Off (Vacation, Sick & 10 Holidays)

• Training & Development