Proposal Projects Manager - Facility Management Firm

Purpose of the Job :

- Describe the position's purpose and overall role in the organization/unit/department. Identify major job objectives and initiatives. This summary should generally be 3 to 4 sentences at most and should answer the question "Why does this job exist?"

- The Proposal Projects Manager executes internal client requests ensuring on-target, on-time, and on-budget delivery of sales materials. The Proposal Projects Manager must exhibit outstanding project management and client communication skills in achieving the highest possible standards in client service.

- They need basic knowledge of clients' business challenges to provide communications solutions and project management execution.

- The Proposal Projects Manager will also be expected to participate in creative development meetings ensuring final output are on mark.

- In addition, the Proposal Projects Manager will provide project management follow-through and accurate delivery. This position maintains high quality standards despite pressing deadlines; always striving to do work right the first time.

Primary Duties & Responsibilities - List, in order of importance, specific major duties and responsibilities (no
more than 7) and estimate the average percentage of time (annually) spent on each. No duty should represent less than 10% and all duties combined must equal 100%.

Project Management :

- Creates project matrix and ensures adherence including all regulatory, legal, compliance and branding guidelines

- Executes all responsibilities of a project manager for Tier 1 and complex strategic projects. Acts as the project manager in others projects as needed

- Manages expectations with clients and departmental teams to ensure all deadlines are met, including negotiating timelines and budgets

- Provides final sign-off on projects to ensure compliance with creative brief and project specifications

- Partners with outside resources in managing clients' promotional and sales efforts as necessary

- Confers with design team to ensure all files are correct and final before archiving

- Recommends the effective reuse of past materials when appropriate

- Collaborates on creative development and direction with client, content, design and production teams

- Provides feedback to project team during internal creative reviews

- Presents concepts to clients, obtains feedback and translates that feedback for the project team

- Reviews client change requests and responds with schedule/cost impacts along with alternatives

20%

Strategic Relationships :

- Perceived as credible, trusted advisor by building strong relationships and partners with clients to achieve effective outcomes in an efficient manner

- Finds common ground with clients when debating creative or strategic opinions

- Contributes in developing initial creative strategies to address core sales and business objectives

- Develops and maintains solid client relationships; encourages a collaborative approach with departmental team members

20%

Teamwork :

- Works to improve the team's overall performance and embraces a collaborative approach

- Supports peers by reviewing work to ensure zero errors in work

- Supports leadership in helping to build a unified team mind set

- Engages in professional development to continuously grow in profession and remain current

20%

Job Description:

Proposal Projects Manager

Client Service

- Reviews project briefs generated by sales through the intake process for overall quality and accuracy and interprets them for project teams. Collaborates with sales to generate creative briefs on Tier 1 and other complex projects

- Partners with clients to achieve effective outcomes in an efficient manner

- Manages expectations with clients and departmental teams to ensure all deadlines are met, including negotiating timelines and budgets

- Appropriately balances client desires, business requirements and sales strategies, and finds common ground when debating creative or strategic opinions

- Works harmoniously with others to get a job done and leads the team in a collaborative fashion

- Embraces and demonstrates excellent service spirit and provides a positive customer experience

- Represents the interests of the client in interactions with project teams, and represents creative services in interactions with the client

- Educates clients on cost savings and leveraging opportunities aligned with their sales efforts

20%

Industry Knowledge :

- Researches clients and their target audience to support creative messaging and design and keeps abreast of business challenges and competitor strategies

- Leverages market data to enhance documents

- Understands company brands, objectives and initiatives

- Understands and conveys competitive and strategic data

20%

Communication :

- Finds common ground with clients when debating creative or strategic opinions

- Leverages knowledge and understanding of graphic design, creative and production to facilitate effective communication between client and departmental teams

- Regards and preserves as confidential all trade secrets, client and proprietary information

- Shares critical information with project team to produce more effective creative solutions

- Provides feedback to project team during internal creative reviews

- Confers with project team to ensure all files are correct and true to the creative brief

- Collaborates on document development and direction with client, content, design and production teams

- Helps to set a tone of cooperation within the creative group and across the organization; promotes a "be of service", solution-oriented mentality across the creative team

20%

Time Management :

- Monitors workload to ensure appropriate staffing levels

- Manages multiple projects simultaneously and ensures timely completion of deliverables

- Meets 100% of external deadlines

- Responds to all requests and communications in a timely and thorough manner

- Responsible for validating hours of project team and ensuring all project time is tracked appropriately

20%

Total 100%

3. Minimum Qualifications :

- Identify the minimum education, experience and skills to competently perform the job.