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.
2. 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.
3. 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.
4. 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.
5. 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.
6. 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.
7. 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

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