Proposal Manager

Job Description

Job Description

Overview

TKC Holdings, Inc.—comprised of Trinity Services Group, Keefe Group, and Courtesy Products - is a mid market respected leader in the corrections and hospitality industries for more than 40 years. With thousands of team members across the country, we continue a tradition of innovation, integrity, and success. TKC is committed to delivering excellent products and services, exceeding customer expectations, and empowering the career development of every team member. 

We are proud to be a military and veteran-friendly employer.

BENEFITS:

We care about our employees and offer benefits that support your health, finances, and career growth.

• Medical, Dental & Vision Insurance
• 401(k) Retirement Plan with Company Match
• Paid Time Off (PTO)
• Tuition Reimbursement
• Paid Training
• Career Advancement Opportunities
• Life Insurance & AD&D Coverage
• Voluntary Benefits including Short-Term Disability, Long-Term Disability, Critical Illness, Accident Coverage, and more.

Responsibilities

You will lead the development and submission of complex RFP/RFI responses from solicitation through archive. You will lead the plan, schedule, compliance, and quality; direct contributors across departments; and communicate with Sales throughout to deliver the best possible response.

You will work onsite and remotely. You will report to the Director or Proposal Development.

Essential Functions/Main Responsibilities

• Lead the proposal process from RFP receipt through submission and archive, managing the plan, schedule, compliance, and final quality of each response.
• Analyze RFPs, RFIs, and addenda to identify requirements, evaluation criteria, due dates, ship dates, upload instructions, and special requirements (bonds, audited financials, notarized forms).
• Participate in Sales' proposal kickoff calls and communicate with Sales throughout the project to ensure the best possible response, including custom content based on knowledge of the client and incumbent or new-business status.
• Create the proposal outline with a matrix of findings and assignments. Assign sections and information requests to Sales, Operations, Finance, Menu Development, HR, Legal, and Risk. Follow up until complete.
• Apply Trinity proposal templates and library content, tailoring the level of detail to the size and type of facility; contribute new information to the proposal templates and libraries.
• Set internal deadlines, track progress, and escalate risks and missing inputs early.
• Monitor and review upload sites, client Q&A, and addenda, and communicate changes to Sales and Operations.
• Work with subject matter experts (SMEs) to turn detailed information into accurate, defensible proposal language.
• Write, edit, proofread, and format the proposal draft, tailoring content to the client, facility type, and incumbent or new-business status.
• Use approved AI tools for drafting and for RFP-to-proposal compliance. Use these tools for gap analysis against requirements and evaluation criteria. Verify all output. Before using any operational content derived from AI, clear it with an SME.
• Direct the final quality review. Review the final proposal for compliance, technical issues, and errors. Ensure all RFP requirements and evaluation criteria are satisfied. Confirm signatures, required forms, attachments, addenda, and confidential markings.
• Prepare final bid packages and submittal letters, oversee electronic submission files, and coordinate printing and shipping with the Print Center; be able to print and ship proposals in an emergency with provided equipment.
• Archive the total proposal archive, the final low-resolution PDF, and the final low-resolution redacted PDF using established procedures.
• Mentor Proposal Specialists.
• Develop business relationships among internal associates to ensure proposal generation.
• Help with client presentations and Best and Final Offers as requested; conduct post-submission lessons learned.
• Maintain the strict confidentiality of sensitive information.
• Other responsibilities as determined by our needs.

Qualifications

• Bachelor's Degree in Business, Communications, or English related discipline seven or more years of experience, including managing multiple complex proposals, or equivalent combination of education and experience.
• Self-motivated, goal-oriented, organized, detail-oriented multi-tasker who excels in a rapid development environment, with exceptional communication skills.
• Ability to work independently and lead cross-functional contributors to meet deadlines.
• Excellent project management and time management skills, with the ability to work under pressure and manage multiple projects simultaneously.
• Excellent writing, editing, and reading comprehension skills, including the ability to interpret RFP requirements and evaluation criteria.
• Exceptional organizational skills and attention to detail, preparing materials with a high degree of accuracy.
• Proficient in Adobe InDesign, Adobe Acrobat and Microsoft Word.
• Excellent working knowledge of SharePoint, Microsoft Copilot, Microsoft Teams (or equivalent) and Salesforce.
• Working knowledge of the Apple computer platform.
• Direct and motivate contributors across departments.
• Sound judgment in identifying compliance risks, unsupported claims, and gaps, and in escalating them to Sales, Operations, or Legal.
• Multi-task and prioritize across multiple proposals, strictly following deadlines.
• Communicate with all levels of the organization and work well with a variety of personalities.
• Adapt to change, solve problems, and complete tasks under stressful situations with efficiency and accuracy.