Bid Manager

Job Purpose:

This role is focused on elevating YMS's success rate for tenders and bids, with a holistic approach that encompasses client needs, strategic bid improvement, compliance, and proactive communication. The ideal candidate will develop and manage YMS’s bid strategy, including a well-maintained bid library, consistent follow-ups, and in-depth post-bid analyses. The position will work closely with the YMS team to understand the unique value YMS brings to clients and ensure this is reflected in every bid.

Key Responsibilities:

1. Bid and Tender Strategy Development
   
   

• Lead the end-to-end bid management process, with an emphasis on improving win rates and meeting YMS's strategic goals.
  
  
• Create and implement a structured, repeatable process for reviewing all bids, scoring performance, and identifying improvement areas.
  
  
• Develop a bid library and maintain up-to-date, high-quality bid templates, responses, and FAQs for quick reference.
  
  

1. Proposal and Document Preparation
   
   

• Set up tailored templates for proposals, non-tender bids, and EOI submissions to improve speed and consistency.
  
  
• Work with the team to gather input on each project’s specific strengths, ensuring that all responses are tailored to client needs and highlight YMS's unique value.
  
  
• Conduct regular updates to bid templates to keep them relevant and aligned with industry standards.
  
  

1. Proactive Tender Management and Tracking
   
   

• Oversee a proactive tracking system for all tender opportunities, expressions of interest, and submissions.
  
  
• Maintain front-foot engagement with each tender by following up with procurement officers, seeking feedback, and ensuring every opportunity is maximized.
  
  
• Handle appeals and raise queries on awards where YMS isn’t successful, advocating for fairness and identifying areas for improvement.
  
  

1. Compliance and Procurement Support
   
   

• Ensure all bid submissions align with relevant procurement legislation to reduce risk and open opportunities for direct award.
  
  
• Draft framework contract templates with specific terms to protect YMS’s interests and clarify expectations with clients.
  
  
• Collaborate with legal advisors if needed to ensure all contracts and templates provide a strong position for YMS.
  
  

1. Contract Renewal and Relationship Management
   
   

• Take ownership of the renewal process for existing contracts, conducting periodic reviews and renegotiating terms as needed.
  
  
• Liaise with clients to understand evolving needs and expectations, aiming to secure favourable renewal terms or make informed decisions about contract continuations.
  
  

1. Marketing, Communications, and Content Creation
   
   

• Write engaging copy for newsletters, case studies, and other client-facing materials, strengthening YMS’s presence and reputation.
  
  
• Develop and maintain a content calendar for proactive communication with key client points of contact, ensuring ongoing visibility of YMS’s strengths and successes.
  
  
• Collaborate with the marketing team to enhance the positioning of YMS’s services in the market and develop new service offerings.
  
  

1. Strategic Initiatives and Continuous Improvement
   
   

• Lead marketing strategy reviews and contribute to the development of new services based on market analysis and client feedback.
  
  
• Establish and refine Standard Operating Procedures (SOPs) for tendering, contract renewal, and other related processes.
  
  
• Participate in service reviews to collect insights that will inform bid strategies and enhance client satisfaction.
  
  Skills & Experience Required:
  
  
• Bid Management Experience: Proven track record in managing bids and tenders, with demonstrated success in increasing win rates.
  
  
• Procurement Knowledge: In-depth understanding of procurement legislation, especially related to direct awards and compliance with relevant laws.
  
  
• Project Management: Strong organizational skills, able to manage multiple bid processes, track deadlines, and coordinate across departments.
  
  
• Strong Writing Skills: Ability to craft compelling, persuasive responses that clearly communicate YMS’s value proposition.
  
  
• Client-Centric Mindset: Ability to empathize with clients’ needs and expectations, developing solutions that align YMS’s offerings with those needs.
  
  
• Analytical Skills: Skilled in reviewing and scoring bids, with an eye for identifying areas for improvement.
  
  
• Relationship Building: Skilled in maintaining positive relationships with clients, procurement officers, and internal stakeholders.
  
  
• Marketing and Content Creation: Familiarity with marketing principles and the ability to develop client-facing content, newsletters, and case studies.
  
  Key Performance Indicators (KPIs):
  
  Bid Success Rate: Track the percentage of successful bids and improve YMS’s overall win rate.
  
  Bid Process Efficiency: Measure turnaround time for tender documentation preparation and submission.
  
  Template & Library Utilization: Usage frequency and effectiveness of templates in expediting proposal processes.
  
  Client Feedback & Retention: Positive feedback from clients and an increase in contract renewals without compromise to YMS’s interests.
  
  Content Engagement: Measure engagement levels of newsletters, case studies, and other client-facing content