Job Function: The Associate Proposal Manager assists in the preparation, organization, and submission of compliant, high-quality proposals in response to RFPs, RFIs, RFQs, and other solicitations. This position collaborates closely with the Proposal Manager, Project Management team, and company leadership to deliver organized, compliant, and timely submissions.
Job Description:
- Coordinate and oversee bid preparation activities across six divisions of the company: Pipeline, Integrity, Facility, Directional Drilling, Renewable Energy, and Environmental Reclamation.
- Support and coordinate all phases of the bid preparation process, maintaining oversight of documentation, tracking progress, and assisting with final submission to ensure compliance with client requirements.
- Serve as a central point of contact for bid-related communications, managing high volumes of incoming emails and inquiries.
- Assign project and estimate numbers; maintain and update electronic databases with project details; perform basic administrative and bookkeeping functions related to bids and estimates.
- Review and route bid-related correspondence to appropriate internal personnel, ensuring timely follow-up and response.
- Draft and send responses to clients regarding bid clarifications, documentation requests, and submission requirements.
- Coordinate internal responses to client questions and addenda during the solicitation process.
- Maintain organized records of communications to ensure alignment with proposal requirements and deadlines.
- Provide administrative and bid-related support to Project Managers throughout the bid lifecycle.
- Coordinate with Project Management staff to gather and verify all necessary information and documentation required for bid development.
- Enforce compliance with hard bid deadlines, understanding that late submissions may result in disqualification.
- Manage electronic proposal submissions via email, secure file transfer links, online procurement platforms, and physical hardcopy mailings, verifying compliance with all client instructions related to formatting, file naming, and deadline requirements to prevent disqualification.
- Prepare and distribute routine bid status reports to track progress, deadlines, and outstanding items.
- Demonstrate the ability to perform effectively under pressure when working against firm, non-negotiable deadlines.
- Ability to manage time-sensitive situations while ensuring accuracy and attention to detail.
- Adapt to shifting priorities and late-stage updates while preserving submission quality and deadline adherence.
- Establish and prioritize assigned tasks to meet bid deadlines and departmental objectives.
- Evaluate existing workflows and reporting processes to identify opportunities for increased efficiency and improved accuracy.
- Follow established company policies and procedures for bid preparation and submission.
- Review bids for completeness and accuracy prior to submission, ensuring delivery in accordance with client deadlines and requirements.
- Assist with contract procedures and compliance.
- Assist with the performance of commonly used contracting methods and contract types related to pre-award, post-award, and or price/cost analysis and market conditions to evaluate bid responsiveness, contractor responsibility, and contractor performance.
- Execute recurring assignments using established procedures, consulting with the supervisor or higher-level specialists on complex or technical issues as needed.
- Perform additional duties as assigned to support the Proposal and Project Management teams.
Position Qualifications:
- Time Management – Ability to utilize the available time to organize and complete work within given deadlines.
- Accuracy – Ability to perform work accurately and thoroughly.
- Detail Oriented – Ability to pay attention to the minute details of a project or task.
- Organized – Possessing the trait of being organized or following a systematic method of performing a task.
- Self-Motivated – Ability to be internally inspired to perform a task to the best of one’s ability using his or her own drive or initiative.
- Multi-task – The ability to work on several different tasks simultaneously.
- Working Under Pressure – Ability to complete a multitude of assigned tasks under stressful situations with the ability to meet deadlines.
- Project Management – Ability to organize and direct a project to completion.
- Confidential – Ability to keep information confidential
- Communication, Oral – Ability to communicate effectively with others using the spoken word.
- Communication, Written – Ability to communicate in writing clearly and concisely.
- Conceptual Thinking – Ability to think in terms of abstract ideas.
- Decision Making – Ability to make critical decisions while following company procedures.
- Judgment – The ability to formulate a sound decision using the available information.
- Friendly – Ability to exhibit a cheerful demeanor toward others.
- Leadership – Ability to influence others to perform their jobs effectively and to be responsible for making decisions.
- Reliability – The trait of being dependable and trustworthy.
- Honesty / Integrity – Ability to be truthful and be seen as credible in the workplace.
- Responsible – Ability to be held accountable or answerable for one’s conduct.
- Ethical – Ability to demonstrate conduct conforming to a set of values and accepted standards.
- Accountability – Ability to accept responsibility and account for his/her actions.
Experience Required:
- 2+ years of experience in a related field (proposal writing, project coordination, marketing, or sales support)
Education:
- High School Graduate or General Education Degree (GED) Required
- Bachelor’s Degree Preferred
Computer Skills:
- Must be proficient in Microsoft Office applications.
Benefits: Health, Dental, Vision, Cancer, Accident, Telemedicine, STD, LTD, Life Insurance, 401K, Vacation, Holiday, and Sick leave.
Castle provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.
