CetraRuddy Architecture

Proposal Manager

• Lead the coordination and production of all proposal responses (RFPs, RFQs, SOQs, qualifications packages), from initial kickoff through final submission
• Build and manage proposal timelines, task assignments, and deliverable schedules for each active pursuit; ensure every deadline is tracked and every contributor knows what is expected of them and when
• Run proposal kickoff meetings with the relevant team (principal, project manager, BD Manager, Marketing Manager, and any external consultants), establishing clear roles, deadlines, and expectations for each pursuit
• Own the assembly, formatting, and final production of submission documents, ensuring strict compliance with RFP/RFQ requirements including page limits, formatting standards, required written and visual content, and submission protocols
• Track status across all active proposals simultaneously, providing regular updates to the Director and flagging risks, bottlenecks, or missed deadlines early enough to course-correct
• Coordinate post-submission activity as directed: interview preparation, presentation logistics, leave-behind materials, and debrief documentation

Marketing

• Support the production and maintenance of marketing materials across the firm
• Provide support to the team and work in close coordination with the Visual Communications and Graphics Coordinator
• Work with Principals, design staff, and marketing team members to develop and produce marketing materials
• Work closely with marketing team members to develop and implement updated brand guidelines across a range of areas including collateral, website, print, and digital
• Aid in the development of new marketing materials for strategic initiatives, including custom presentations, portfolios, books, campaigns, and mailings
• Configure and deploy email campaigns and reporting
• Develop, maintain, and update marketing materials and digital files, including firm contact lists, project information forms and descriptions, resumes, and visual/photography assets
• Assist in maintaining up-to-date brand consistency across collateral, templates, and standards
• Provide hands-on support to the firm’s business development efforts, including research, database maintenance, and production of pursuit materials
• Work with Principals, design staff, and marketing team members to support proposals for both public and private entities
• Maintain and update firm CRM database for business development and marketing efforts
• Support sector-specific business development efforts, including event coordination and tracking
• Maintain and update files commonly used in proposals (resumes, project info and sheets)
• Support BD manager as needed with in-depth research on potential new markets, clients, and projects, and synthesize findings into clear, concise summaries for the team
• Support the firm’s external communications presence across PR, digital, and social media channels
• Support PR efforts, including press releases, articles, industry conference tracking, and principal speaking engagements
• Support the firm’s social media presence and collaborate on content strategy
• Help maintain a current photo and project library for use across digital and printed communications

Proposal Manager

Marketing Coordinator, Graphics