General Role Description
The Bid Manager is responsible for leading the end‑to‑end bid process for large‑scale projects, ensuring delivery of high‑quality, commercially sound and technically compliant proposals. Working closely with the Commercial Director, Project Director, Technical team and preferred manufacturers and distributors, the Bid Manager interprets specifications, reviews drawings and coordinates internal and external resources to produce competitive, compliant submissions.
The role also includes managing and developing Bid Team Assistants, 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.
Bid Strategy & Planning
* Review tender documentation and determine bid/no‑bid decisions with the Commercial Director.
* Develop bid strategies aligned with client requirements and business objectives.
* Assist key win strategies alongside the Commercial Director, reporting potential risks, unique differentiators and suitability of each opportunity.
* Plan and manage bid timelines, ensuring all submissions meet deadlines.
* Maintain the strategic pipeline CRM on internal systems.
* Attend site visits for surveying as required.
Bid Managed Activities
* Update bid‑related activities within Pafi Ltd internal systems, ensuring adherence to established processes and procedures.
* Support business development strategy and growth plans.
* Assist the sales team in delivering client presentations.
Technical Review & Solution Development
* Accurately interpret specifications, drawings and client requirements.
* Work closely with the Technical Manager to ensure compliant and fully deliverable tender submissions.
* Engage with preferred manufacturer partners to produce compliant, fit‑for‑purpose system solutions.
* Ensure all proposals align with industry standards and the capabilities and expertise of Pafi Ltd.
Commercial & Proposal Development
* Build detailed cost models in collaboration with commercial and operational teams.
* Ensure all completed bids are aligned with Pafi Ltd margin targets.
* Prepare comprehensive proposals including technical submissions, pricing schedules and supporting documentation.
* Risk‑assess all bids and align them with margin expectations.
* Tailor submissions to reflect client priorities, project constraints and competitive positioning.
* Provide monthly reports and presentations to Senior Management on win rate, margins, pipeline conversion and accuracy of costings.
Stakeholder Coordination
* Act as central point of coordination for all bid‑related activities.
* Liaise with Sales, Projects and Technical teams to gather inputs.
* Manage relationships with external partners, consultants and manufacturers during bid stages.
* Ensure clear communication and defined accountability across all stakeholders.
Bid Quality & Compliance
* Ensure all submissions fully comply with tender specifications and industry standards.
* Maintain high standards of presentation, accuracy and professionalism.
* Develop and maintain bid templates, standard responses and supporting documentation.
* Conduct final reviews with Sales, Project and Technical teams prior to submission.
Bid Team Management
* Manage and develop Bid Team Assistants, ensuring effective delegation, support and accountability.
* Implement structured processes for document control, formatting and submission preparation.
* Provide training and guidance to the Bid Team to improve efficiency and output quality.
* Maintain a consistent bid workflow within the business.
* Clarify task assignments and maintain clear communication with Bid Team members on progress and changes to tender specification.
* Ensure tasks are completed in line with assigned responsibilities and deadlines.
* Give clear direction to eliminate duplication or omission.
Performance, Reporting & Continuous Improvement
* Report on bid success rates, turnaround times and pipeline performance.
* Conduct post‑bid reviews with the Commercial Director to identify improvements and efficiencies.
* Maintain a central repository of bids, case studies and lessons learned in alignment with the retention schedule.
* Continuously refine bid processes to improve efficiency, quality and win rates.
Other Tasks
* Carry out any other tasks as may be assigned by Senior Management.
Typical Day
The day is divided into phases of control, coordination, proposal development, quality control and finalisation.
* Control and prioritisation: review incoming enquiries, tender portals, new opportunities and existing bids; identify priorities, risks and resource gaps.
* Bid coordination and technical alignment: liaise with Technical Manager and Sales, engage manufacturers, distribute tasks and gather commercial inputs.
* Proposal development: prepare technical submissions, build or refine cost models, review compliance and margin alignment.
* Bid management and quality control: track progress, review sections, conduct interim reviews, manage Bid Assistant activities.
* Finalisation and planning: prepare submissions for final review or issue, update bid tracker, plan upcoming bids and resources, capture key risks.
Typical Week
* Bid pipeline and strategy: review pipeline, agree on bid decisions, define strategies, identify risks.
* Bid delivery and coordination: internal meetings, monitor progress, engage manufacturers, ensure alignment.
* Commercial and technical alignment: review costings, ensure technical compliance, resolve queries.
* Bid team management: manage workload, maintain standards, provide guidance.
* Reporting and tracking: update tracker, monitor risks, report progress.
Typical Month
* Performance and reporting: analyze win rates, margins, pipeline conversion, present insights to senior management.
* Bid review and improvement: conduct win/loss reviews, identify lessons, refine strategies.
* Process and quality improvement: update templates, improve processes, maintain central repository.
* Strategic alignment: align with Sales, Commercial and Operations, identify target projects.
* Team and capability development: review performance, identify training needs, strengthen structure.
What This Role Feels Like in Reality
The Bid Manager works across multiple disciplines with a typical distribution of responsibilities:
* 40% bid delivery and coordination
* 30% technical and commercial alignment
* 20% stakeholder management and communication
* 10% process improvement and reporting
During major tender submissions the focus shifts heavily to coordination and quality control; during growth periods the emphasis moves to pipeline development; during complex projects the role engages more in technical design and commercial alignment.
Strategic Layer (Within the Business)
* Opportunity owner from enquiry to submission.
* Commercial gatekeeper ensuring margin protection.
* Quality controller for all client‑facing submissions.
* Coordinator of internal and external stakeholders.
* Driver of bid process consistency and continuous improvement.
Legal Notice
This role is for an employee of Pafi Ltd, a registered company in England. Employer identification: GB 3104961 VAT GB 677 2114 30.
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