Marketing & Proposal Manager

Job Description

Job Description

POSITION SUMMARY

The Marketing & Proposal Manager manages the day-to-day operations of the marketing department and supports the execution of PSA’s marketing, proposal, branding, and business development initiatives. This role works closely with the leadership to translate strategic priorities into actionable work plans, manage proposal schedules, coordinate marketing production, supervise junior staff, and personally produce marketing deliverables. The Marketing & Proposal Manager is a hands-on role responsible for keeping work moving, maintaining quality standards, and ensuring the department meets deadlines across proposals, CRM tracking, digital content, events, and marketing collateral.

KEY RESPONSIBILITIES

Leadership, Management, Accountability (LMA)

• Oversee and manage day-to-day marketing operations with accountability for accuracy, consistency, and continuity.
• Supervise, coordinate, and support marketing staff, ensuring clear expectations and operational continuity.
• Coordinate and collaborate with employees and management across the firm.
• Maintain accurate and current time sheets and submit them weekly. Weekly review of direct report timesheets.
• Attend and participate in weekly Staff Meetings, Daily Huddles.
• Demonstrate strong time management and organizational skills.
• Enforce adherence to companywide marketing and proposal standards and processes

Proposal & Pursuit Management

• Manage proposal calendars, RFP/RFQ deadlines, internal review milestones, compliance requirements, production schedules, and submission logistics.
• Lead the assembly, writing, editing, formatting, and production of proposals, qualifications packages, presentations, award submissions, and marketing materials.
• Coordinate with principals, project managers, technical staff, consultants, and junior marketing staff to gather content and resolve proposal needs.
• Maintain proposal templates, cover letters, resumes, project descriptions, staff bios, boilerplate content, and standard qualifications materials.
• Support strategic pursuit planning by helping develop win themes, project sheets, interview materials, and client-facing presentation content.

Marketing Operations & Staff Supervision

• Manage daily marketing department workflow, production schedules, task assignments, and workload priorities.
• Supervise, train, mentor, and review the work of Marketing Assistants and other staff.
• Provide quality control for formatting, copy, accuracy, brand consistency, and deadline readiness before materials are submitted for final approval.
• Establish practical systems for recurring marketing tasks, reminders, checklists, calendars, and file organization.
• Recommend process improvements to leadership to improve efficiency, communication, accuracy, and accountability.

Brand, Content & Digital Marketing Execution

• Manage website updates, project profiles, staff bios, service descriptions, social media posts, content calendars, and digital marketing production.
• Draft and edit marketing copy for project wins, awards, announcements, thought leadership, recruitment marketing, firm culture, and client communications.
• Create and update marketing collateral, sell sheets, capabilities statements, presentations, email marketing content, and branded materials.
• Coordinate project photography, graphics, promotional materials, and content needed for proposals, events, and digital platforms.

CRM, Tracking, Events & Reporting

• Maintain and monitor CRM/pursuit tracking systems for opportunities, deadlines, Go/No-Go status, submissions, awards, and win/loss outcomes.
• Prepare regular updates for marketing meetings, including proposal status, upcoming deadlines, workload issues, and pursuit outcomes.
• Manage award, conference, sponsorship, trade show, and professional association calendars.
• Coordinate event logistics, attendee materials, booth needs, registrations, deadlines, promotional items, and follow-up tracking.

SKILLS & QUALIFICATIONS 

• Bachelor’s degree in Marketing, Communications, Graphic Design, Business, or a related field preferred.
• 8+ years of marketing, proposal coordination, communications, or professional services experience, preferably within AEC.
• Prior experience supervising, training, or coordinating the work of junior staff preferred.
• Demonstrated experience managing RFQ/RFP responses, proposal schedules, marketing calendars, and deadline-driven deliverables.
• Strong writing, editing, organization, project management, and communication skills.
• Proficiency with Microsoft Office, Adobe InDesign/Creative Suite, CRM systems, and marketing databases.
• Ability to work closely with principals, project managers, technical staff, vendors, and marketing team members.

WORK ENVIRONMENT AND PHYSICAL DEMANDS

• Location: Hybrid (Office/Remote), Site
• Schedule: Full time
• Travel to sites required
• Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. Performance of the duties will occasionally require physical ability to climb permanent and temporary stairs, passenger use of construction personnel hoists, ability to climb ladders and negotiate work areas under construction. Specific vision abilities required by this job include close vision, peripheral vision, depth perception, and the ability to adjust focus. Performing this job requires use of hands to finger, handle, or feel objects, tools or controls, sit, talk and hear (bells, whistles, etc.), stand, climb, balance, stoop, kneel, crouch, or crawl. Employee must occasionally lift and/or move up to 50 lbs.

BENEFITS

• Health insurance (Medical, Dental, Vision) 
• Life insurance
• Disability insurance 
  
• Paid time off (including vacation, holidays, PTO, NJ sick leave)
  
• Retirement benefits