Proposal & Sales Administrative Manager

CLASSIFICATION/STATUS: Full Time, 40 hours, Exempt, Permanent

WORK LOCATION: Hybrid, Must be New England-Based

                                  (travel may be required for meetings, training, role/tasks, events within the New England states)

DEPARTMENT: BD - Sales

REPORTS TO: CEO & Founder

JOB LEVEL: 4 – Managerial

AREAS OF OVERSIGHT: Proposal Development, Sales Support, Database Management

SUPERVISORY RESPONSIBILITIES: (1 FTE) - Business Development Proposal Writer

WHO YOU ARE: 

YOUR ROLE & IMPACT AT ASG

As part of a purposeful team at ASG, an integrated marketing agency that powers progress for corporations, nonprofits, government agencies, and the communities they serve, the Proposal & Sales Administrative Manager is a detail-oriented, self-motivated, and community-driven professional responsible for leading end-to-end proposal development and optimizing sales systems and administrative process that support ASG’s business development efforts. This position plays a dual role in proposal development while driving administrative and operational efforts across the Business Development Sales Team. The Proposal & Sales Administrative Manager crafts compelling, customized proposals that communicate ASG’s strengths while also streamlining processes, improving workflow efficiency, maintaining critical tools like Salesforce and PSOhub, and ensuring project hand offs are done so with quality and care.

The ideal candidate brings proven experience in marketing-focused proposal writing, and a strong understanding of public sector procurement, combined with the technical aptitude and strategic mindset to enhance business development processes and collaboration to help drive sustainable organizational growth.

YOUR RESPONSIBILITIES

• Proposal Development
  • Identify, track, and qualify relevant RFPs and funding opportunities using Salesforce and other tools.
  • Lead proposal strategy sessions and coordinate with internal and external stakeholders to define win themes, approach, and requirements.
  • Conduct thorough research to gather relevant data and insights for proposal development.
  • Compile and organize information from various sources to support proposal content.
  • Collaborate with department heads to integrate service strategy, pricing, and timelines into proposals.
  • Write clear, engaging, and persuasive proposals tailored to the needs of diverse clients and ensure we provide all answers and data asked of us throughout the process.
  • Draft and assemble proposals, presentations, and pitches, including budgets and timelines.
  • Develop standard assets and templates for proposals, finalist presentations, and pitch materials in coordination with internal departments.
  • Convey the capabilities, background, and experience of ASG as it relates to RFPs.
  • Manage the full proposal process, including timeline development, stakeholder coordination, document production, and compliance checks.
  • Submit proposals within deadlines to the appropriate parties, including uploading to procurement sites and handling printing/mailing logistics.
  • Coordinate smooth handoffs from the Sales Team to the Client Accounts and Client Service Delivery Teams.
  • Build trusting and supportive relationships with other departments across ASG, increasing quality participation and information sharing to improve our Win/Loss KPIs
• Administrative & Operational Responsibilities
  • Manage Salesforce, serve as a superuser of reporting, analysis, and dashboards along with other internal software platforms to ensure data integrity and usability.
  • Upload and maintain data and documents in PSOHub and related systems, including proposal budgets, contracts, and tracking materials.
  • Serve as an expert user of Salesforce and proactively manage the accuracy of the business development pipeline.
  • Oversee the contract archival process and management of other business development documents
  • Maintain and update certification databases, including submitting new applications and tracking status and expirations proactively.
  • Reorganize and standardize digital file structures on the business development server to improve accessibility and compliance.
  • Create, implement, and maintain standard operating procedures (SOPs) for proposal development and sales processes.
  • Support ongoing process improvement initiatives, including lean methods, to enhance team productivity and cross-functional efficiency.
  • Identify operational bottlenecks and design solutions to improve collaboration across departments.
  • Drive the shift toward a proactive, streamlined approach to business development operations.
  • Provide onboarding support and training to new team members or junior staff.
  • Support the offboarding process for Business Development Sales staff, ensuring documentation and access transitions are complete.
  • Collaborate with the Chief People Officer and Chief Administrative Officer on process implementation, workflow compliance, internal portal updates, and document organization.
• Perform additional projects, initiatives, duties, responsibilities for any area throughout ASG while demonstrating flexibility and adaptability, for the overall success of the organization as directed by the Director of Business Development and/or their designee(s).   

YOUR MINIMUM QUALIFICATIONS

• Bachelor’s degree in Business, Marketing, Communications, or a related field, or equivalent experience.
• 5+ years of experience in grant writing, proposal writing, or copywriting.
• 5+ years of experience in sales coordination, proposal development, or business development, ideally in a marketing agency or professional services setting.
• 2+ years of experience in direct people management experience, in a role that is accountable for and has prior direct experience in evaluations and staff performance
• Demonstrated experience leading cross-functional proposal efforts and managing complex submission processes.
• Strong experience with workflow development, project management, and/or LEAN processes.
• Proven experience using project management and collaboration tools (PSOHub, Salesforce, Microsoft Office)
• Formidable ability of following up and following through and tracking deliverables from individuals in order to meet organizational deadlines.
• Familiarity with CRMs, Government Bidding Portals, Adobe Pro, and Adobe InDesign.
• Strong writing, communication, and time management skills, with ability to work both independently and as part of a team.
• Excellent organizational skills, research abilities, and attention to detail.
• Adaptability to changing environments and effective multitasking.
• Experience handling confidential matters with discretion.
• Proactive, self-motivated, and able to take initiative.
• Cultural awareness and ability to navigate diverse communities.
• Ability to self-identify and implement process improvements across teams and systems.
• Internet access required, availability for occasional evenings during project peaks and company events.

YOUR COMPETENCIES AND TRAITS

• Communication: must communicate complex information clearly and concisely, actively listens and engages in feedback loops to ensure understanding, and adapts communication style to diverse audiences to foster collaboration and alignment across teams
• Reliability: must consistently deliver high-quality results by managing tasks effectively, meeting deadlines, and proactively solving obstacles to ensure team objectives are met
• Quality Work: must consistently produce high-quality work with meticulous attention to detail, actively incorporating feedback to maintain alignment with quality standards
• Problem Solving & Decision Making: must demonstrate analytical and creative thinking to efficiently resolve issues, using data-driven and innovative approaches to develop solutions and make informed decisions by evaluating information and weighing risks and benefits
• Resource Optimization: must Exemplify efficient resource management by strategically optimizing budgets, time, and team capabilities, ensuring resources are allocated effectively to achieve project or departmental objectives, maximizing value and minimizing waste, continuously evaluating and adjusting resource utilization to align with organizational priorities and drive sustainable success, and proactively planning for and acquiring new resources when existing ones are insufficient to meet project demands, ensuring that the team has the necessary tools and support to achieve their goals
• Team Leadership and Development: must lead and develop high-performing teams with a focus on building a positive and inclusive culture, fostering collaboration and open communication, ensuring team members are equipped with the skills and support needed to excel, investing in professional growth and development to empower individuals to reach their full potential and contribute to collective success, proactively addressing team concerns to ensure project success, holding team members accountable for their actions to ensure mistakes are not repeated, and demonstrating the ability to deliver and support difficult messaging when needed in a timely, effective, and business-minded manner
• Operational Excellence: must optimize operational processes and workflows for efficiency and quality, implement best practices and continuously improve, and uses performance metrics and data-driven insights to achieve superior outcomes and support organizational goals

WHO WE ARE & WHAT WE DO

ASG, established in 2013, is an integrated marketing agency that powers progress for corporations, nonprofits, government agencies, and the communities they serve. We build data-driven campaigns and community-centered engagement that reach the right people, inspire action, and improve lives. By coordinating research, creative, communications, media, a multilingual customer center, and on-the-ground engagement in a single team, ASG delivers precise targeting, rapid response, and results you can measure. From raising health-coverage enrollment by 25 percent to securing community support for clean-energy upgrades, we efficiently and transparently turn insight into impact. Clients choose ASG because we listen first, move nimbly, and stay accountable every step of the way.

ASG is a certified minority, woman and LGBTQ-owned business enterprise. Our team is also culturally diverse, and a majority of our staff are multilingual, enabling ASG to connect with key stakeholders in their native languages. ASG has received accolades such as the U.S. SBA’s Minority-Owned Small Business of the Year and recognition from the Boston Business Journal as one of Massachusetts’s 'Fast 50' growing private companies and one of the state’s most diverse employers. With ambitious growth goals, we aim to expand our offerings both operationally and geographically, so that we can continue to purposefully impact diverse communities through our integrated social marketing.

OUR PROMISE

If you are passionate about working for a growing organization that values authenticity, passion, helping others, diversity, and inquisitiveness, you will find your career rewarding and impactful at ASG. As Proposal & Sales Administrative Manager you will be part of a dynamic team and will find a partner in your career path goals and trajectory!

OUR BENEFITS & PERKS

• Base Salary: Salary range for this position is commensurate with experience.   
• Vacation AND Wellbeing Days: Receive generous vacation time that increases throughout your tenure and frontloaded Wellbeing time – no waiting period to take paid time off!
• Company Holidays: 12 Company Holidays and 1 Floating Holiday.
• Health, Dental, and Vision Plans: Choose from an array of high-quality plans for you and your family.
• Employer Paid Life and Long-Term Disability Insurance
• 401K + Match: 401K plan with an employer match after 90 days of employment and financial literacy services provided through our retirement provider.
• Professional Development: In-house training, annual organizational retreats, and more!
• Hybrid Workplace: Enjoy a remote first workplace, with in person duties required as needed for client meetings, events, activations, project work, role tasks, and internal meetings.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the incumbent for this position. Duties, responsibilities, and activities may change at any time with or without notice.  

ASG is strongly committed to diversity and a workplace environment that respects, appreciates and values employee differences and similarities.  By providing and supporting a work culture that fosters and builds upon diversity and its strengths, ASG will better serve our clients and communities through its services. ASG is an employment at-will organization and an equal opportunity employer committed to maintaining a work environment free from discrimination on the basis of age, amnesty, ancestry, color, creed, disability, gender, gender identity, gender expression, genetic information, marital status, national origin, pregnancy, race, religion, sex, sexual orientation,  covered veteran status, national guard or reserve unit duty obligations, or any other category protected by law (“protected class status”) and in accordance with applicable federal, state, and local laws. ASG complies with applicable federal, state, and local laws governing non-discrimination in employment.

ASG participates in the E-Verify program and upholds candidates and employee rights. Additionally, ASG complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, or any additional information on the content above, please contact People Operations by email at people@discoverasg.com.