Bid Manager

Terms of Employment: Permanent, Full Time

Job Function: Managing and completing Tender Submittals

Location: Pafi Ltd, Robin Hill Farm, Lower Basildon, Mead Lane, Reading RG8 9NZ with hybrid function available

Manager: Business Development Director, TBC

The Bid Manager is responsible for leading the end-to-end bid process for large-scale projects, ensuring the delivery of high-quality, commercially sound, and technically compliant proposals. Working closely with the CommercialDirector, Project Director, Technical team, and preferred manufacturers and distributors, the BidManager will interpret specifications, review drawings, and coordinate internal and external resources to produce competitive and compliant submissions.

The role also includes managing and developing Bid Team Assistant(s), ensuring consistency, efficiency, and continuous improvement in bid production. The Bid Manager plays a critical role in securing new business by positioning Pafi Ltd as a leading provider of enterprise security solutions.

Function

Duties & Responsibilities

Bid Strategy & Planning

1. Responsible for Reviewing tender documentation and determine bid/no-bid decisions with Commercial Director.
2. Responsible for Developing bid strategies aligned with client requirements and business objectives.
3. Assisting key win strategies alongside the Commercial Director, reporting potential risks, unique differentiators and suitability of each opportunity.
4. Responsible for planning and managing bid timelines, ensuring all submissions meet deadlines.
5. Responsible for maintaining the strategic pipeline CRM on internal systems
6. Attend site visits for surveying as required

• Responsible for updating bid-related activities within Pafi Ltd’s internal systems, ensuring adherence to established processes and procedures
• Responsible for Supporting business development strategy and growth plans
• Responsible for supporting the sales team in delivering client presentations

Technical Review & Solution Development

1. Responsible for Accurate Interpretation of specifications, drawings, and client requirements.
2. Responsible for working closely with the Technical Manager to ensure compliant and fully deliverable tender submissions.
3. Responsible for Engaging with preferred manufacturer partners to produce compliant, and fit-for-purpose system solutions.
4. Responsible for Ensuring all proposals align with industry standards and are compatible with Pafi Ltd’s capabilities and expertise.

Commercial & Proposal Development

1. Responsible for Building detailed cost models in collaboration with commercial and operational teams.
2. Responsible for ensuring all completed bids are aligned with Pafi Ltd margin targets
3. Responsible for Preparing comprehensive proposals including technical submissions, pricing schedules, and supporting documentation.
4. Responsible for Ensuring all bids are risk-assessed and aligned with margin expectations.
5. Responsible for tailored submissions to reflect client priorities, project constraints, and competitive positioning.
6. Responsible for monthly reporting and presentation to the Senior Management team on:
   1. bid performance (win rate, margins, pipeline conversion)
   2. success rates
   3. trends
   4. accuracy of costings vs project outcomes

Stakeholder Coordination

1. Accountable as the central point of coordination for all bid-related activities.
2. Responsible for liaising with Sales, Projects and Technicalteams to gather inputs.
3. Responsible for Managing relationships with external partners, consultants, and manufacturers during bid stages.
4. Responsible for ensuring clear communication and defined accountability across all stakeholders involved in the bid process.

Bid Quality & Compliance

1. Responsible for ensuring all submissions are fully compliant with tenderspecifications and industry standards.
2. Responsible for Maintaining high standards of presentation, accuracy, and professionalism.
3. Responsible for development and maintenance of bid templates, standard responses, and supporting documentation.
4. Responsible for conducting final reviews with Sales, Project, and Technical teams prior to submission to ensure accuracy and compliance.

Bid Team Management

1. Responsible for Managing and developing the Bid Team Assistant(s), ensuring effective delegation, support and accountability.
2. Responsible for implementing structured processes for document control, formatting, and submission preparation.
3. Responsible for providing training and guidance to the Bid Team to improve bid efficiency and output quality.
4. Responsible for maintaining a consistent bid workflow within the business.
5. Responsible for making sure tasks are clearly assigned (e.g. technical input, pricing, documentation)
6. Responsible for Maintaining clear and regular communication with all Bid Team members on bid progress and any changes to tender specification.
7. Responsible for ensuring allocated tasks are completed in line with assigned responsibilities and deadlines.
8. Responsible for giving clear direction, removing the risk of duplication or omission.

Performance, Reporting & Continuous Improvement

1. Reporting on bid success rates, turnaround times, and pipeline performance.
2. Responsible for conducting post-bid reviews with the Commercial Director (win/loss analysis) to identify improvements and efficiencies.
3. Responsible for maintaining a central repository of bids, case studies, and lessons learned in alignment with the Retention Schedule.
4. Continuously refine bid processes to improve efficiency, quality, and win rates.

Other

1. Carry out any other tasks as may be assigned by the Senior Management Team

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