What are the responsibilities and job description for the Proposals Manager position at GRAYMAR ENVIRONMENTAL SERVICES LLC?
GrayMar Environmental Services continues to expand its national footprint while remaining firmly grounded in the values that define who we are. We live by Respect, Integrity, Safe Work Practices, Excellence in Service, and a deep sense of Family - a commitment we proudly call RISE through Caring.
We specialize in environmental remediation, health and safety, hazardous materials management, waste disposal, and environmental emergency response. Through comprehensive and sustainable solutions, we help our clients and the communities we serve manage risk, maintain compliance, and protect the environment. Safety is our top priority, and we take pride in our highly skilled, dedicated team that works together to get the job done safely—every time.
At GrayMar, every employee is seen, heard, and valued, not as a number, but as a member of our family. Our culture supports continuous learning, professional development, and long-term career growth. We offer a robust benefits package that includes wellness programs, a 401(k) with company matching, spending account options, and comprehensive medical, dental, and vision coverage. We also provide company-paid life and disability coverage (long and short-term), ensuring our employees are supported both in and out of the field.
Inclusion at GrayMar is not just an initiative; it is fundamental to how we innovate and grow. We draw strength from diverse experiences and perspectives and foster an inclusive environment where every voice matters. As we continue to grow nationwide, we remain committed to delivering exceptional service to our customers while building a workplace where people feel safe, supported, and proud to belong.
Position Overview
The Proposal Manager reports to the National Remediation Development/Corporate Proposal Manager and serves as a key contributor to our business development efforts, ensuring proposal submissions are accurate, strategic, and tailored to client needs. The Proposal Manager is critical in leading and coordinating the development of compelling, compliant, and deadline-driven proposals in response to government and commercial solicitations. This position requires exceptional writing, organization, and time management skills as well as the ability to interpret complex RFP requirements, collaborate with cross-functional teams across multiple regions, and produce high-quality documents under pressure. The ideal candidate will be detail-oriented, technically proficient in Microsoft Office and PDF systems, and comfortable managing multiple priorities in a fast-paced environment.
Responsibilities
- Provide leadership and direction to the Proposals teams and model GrayMar values.
- Ensure each employee is prepared and educated in safe work practices.
- Develop, coach, train, and promote employees. Provide ongoing feedback and motivation, including performance goals.
- Lead and coordinate the development of high-quality, compliant, and compelling proposals in response to RFPs, RFQs, and RFIs.
- Interpret and comprehend complex RFP documents and translate requirements into actionable proposal plans.
- Ensure proposals meet all customer requirements, format standards, and compliance checklists.
- Develop winning Strategies and track Wins, Losses, etc.
- Documentation, Templates, and Reporting
- Maintain and update proposal templates, boilerplate language, and content libraries.
- Using internal systems for document and track proposal status, milestones, and deliverables.
- Compile and prepare reporting metrics for submission pipeline, win/loss analysis, and proposal performance for review by the Sr. Proposals Manager.
Administrative and Technical Writing Duties
- Prepare, complete, and submit required forms and certifications within the RFP package.
- Write and edit proposal content, ensuring clarity, consistency, and grammatical accuracy.
- Conduct proofreading and quality control checks of all documents prior to submission.
MS Office Suite & PDF System Proficiency
- Create and format documents using Microsoft Word, Excel, PowerPoint, and Outlook.
- Use Adobe Acrobat or other PDF systems to create, edit, combine, annotate, and secure proposal files.
- Track revisions and management version control for all proposal documents.
Time Management and Deadline Execution
- Manage multiple concurrent RFP deadlines in a fast-paced, high-pressure environment.
- Prioritize tasks and allocate time efficiently to meet strict submission timelines.
Collaboration and Cross-Functional Engagement
- Communicate and collaborate effectively with regional and branch offices, subject matter experts (SMEs), sales, operations, and executive teams.
- Facilitate proposal planning and status meetings with internal stakeholders.
Research and Analytical Tasks
- Conduct background research on potential clients, competitors, contract requirements, and market intelligence.
- Analyze RFP requirements and identify win themes, differentiators, and compliance gaps.
Customer and Compliance Understanding
- Assess and interpret customer requirements and expectations from solicitation documents.
- Ensure responses are tailored to customer needs and demonstrate understanding of the customer’s goals and concerns.
Proposal Process Leadership
- Guide teams through the full RFP lifecycle from kickoff through submission.
- Manage color team reviews, redlining, and feedback integration.
Communication and Meeting Facilitation
- Organize and lead proposal calls, kickoff meetings, and status updates.
- Serve as a liaison between departments to gather input, clarify responsibilities, and maintain alignment.
Other Duties
- Maintain meticulous attention to detail in all written communications and documents.
- Support proposal debriefings, lessons learned, and post-submission analysis.
- Report directly to the Senior Proposals Manager, providing updates, escalating issues, aligning priorities.
Legal Reviews – reviewing contract T&Cs.
- Onboarding Contract Support.
- Operational Handoff Meetings – e.g., segue calls with Operations (post-wins).
- GAP analysis with Sales – identifying resource gaps (labor, equipment, etc.)
- Perform other related duties as assigned.
Desired Qualifications
- Strong work ethic with a safety-first mindset.
- Ability to work independently or part of a team while managing multiple tasks and deadlines.
- Strong proposal writing and editing skills
- Leadership capability – on calls, leading RFP process, driving revenue growth
- Excellent time management and ability to meet tight deadlines
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
- Proficiency in PDF editing tools
- Exceptional attention to detail and organizational skills
- Ability to interpret and respond to complex RFP/RFQ requirements
- Strong verbal and written communication skills
- Collaborative mindset with experience working across departments and regions
- Ability to manage multiple projects simultaneously
- Familiarity with proposal templates, compliance matrices, and documentation standards
Education and Experience Required
- Bachelor’s degree in business, Communications, English, Marketing, or related field (required)
- 5 years of experience in proposal coordination, RFP/RFQ response development, or technical writing (preferred)
- Experience working in a deadline-driven environment supporting government or commercial bids (preferred)
- Familiarity with public sector procurement processes and contract language (preferred)
- Experience using proposal management tools or CRM systems (preferred)
- Background in environmental services, engineering, or industrial services is a plus.
Benefits
- Comprehensive health benefits coverage after 60 days of full-time employment.
- 401(k) with possible yearly company match.
- Company paid STD, LTD, and life insurance.
- Company paid time off and holidays.
- Career path programs and ongoing company paid training.
- Family culture with positive and safe work environments.
Disclaimer: This job description may not include all assigned duties, responsibilities, or aspects of the job described and may be amended at any time at the sole discretion of GrayMar Environmental Services, LLC.
GrayMar Environmental Services, LLC is an Equal Opportunity Employer. Employment opportunities at GrayMar are based on one’s qualifications and capabilities to perform the essential functions of a particular job. All employment opportunities are provided without regard to race, religion, sex, pregnancy, childbirth or related medical conditions, victims of a QAOV and those with a family member who is a victim of a QAOV, national origin, age, veteran status, disability, genetic information, or any other characteristics protected by law.
Salary : $100,000 - $135,000