Bid Manager

Job Description Form Name :TBC Job Title: 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 General Role Description 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 Commercial Director, Project Director, Technical team, and preferred manufacturers and distributors , the Bid Manager 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 Responsible for Reviewing tender documentation and determine bid/no-bid decisions with Commercial Director. Responsible for Developing bid strategies aligned with client requirements and business objectives. Assisting key win strategies alongside the Commercial Director , reporting potential risks , unique differentiators and suitability of each opportunity. Responsible for planning and managing bid timelines, ensuring all submissions meet deadlines. Responsible for maintaining the strategic pipeline CRM on internal systems 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 Support ing business development strategy and growth plans Responsible for supporting the sales team in delivering client presentations Technical Review & Solution Development Responsible for Accurate Interpret ation of specifications, drawings, and client requirements. Responsible for working closely with the Technical Manager to ensure compliant and fully deliverable tender submissions. Responsible for Engaging with preferred manufacturer partners to produce compliant, and fit-for-purpose system solutions. Responsible for Ensur ing all proposals align with industry standards and are compatible with Pafi Ltd ’ s capabilities and expertise. Commercial & Proposal Development Responsible for Build ing detailed cost models in collaboration with commercial and operational teams. Responsible for ensuring all completed bids are aligned with Pafi Ltd margin targets Responsible for Prepar ing comprehensive proposals including technical submissions, pricing schedules, and supporting documentation. Responsible for Ensur ing all bids are risk-assessed and aligned with margin expectations. Responsible for t ailor ed submissions to reflect client priorities, project constraints, and competitive positioning. Responsible for monthly reporting and presentation to the Senior Management team on: bid performance (win rate, margins, pipeline conversion) success rates trends accuracy of costings vs project outcomes Stakeholder Coordination Accountable as the central point of coordination for all bid-related activities. Responsible for l iais ing with Sales, Projects and Technical teams to gather inputs. Responsible for Manag ing relationships with external partners, consultants, and manufacturers during bid stages. Responsible for e nsuring clear communication and defined accountability across all stakeholders involved in the bid process. Bid Quality & Compliance Responsible for e nsur ing all submissions are fully compliant with tender specifications and industry standards . Responsible for Maintain ing high standards of presentation, accuracy, and professionalism. Responsible for development and maintenance of bid templates, standard responses, and supporting documentation . Responsible for conducting final reviews with Sales, Project, and Technical teams prior to submission to ensure accuracy and compliance. Bid Team Management Responsible for Manag ing and develop ing the Bid Team Assistant (s) , ensuring effective delegation , support and accountability . Responsible for i mplement ing structured processes for document control, formatting, and submission preparation. Res p onsible for p rovid ing training and guidance to the Bid Team to improve bid efficiency and output quality. Responsible for m aintain ing a consistent bid workflow within the business. Responsible for m aking sure tasks are clearly assigned (e.g. technical input, pricing, documentation) Responsible for Maintain ing clear and regular communication with all Bid Team members on bid progress and any changes to tender specification . Responsible for ensuring allocated tasks are completed in line with assigned responsibilities and deadlines. Responsible for giving clear direction, removing the risk of duplication or omission. Performance, Reporting & Continuous Improvement Reporting on bid success rates, turnaround times, and pipeline performance. Responsible for c onduct ing post-bid reviews with the Commercial Director (win/loss analysis) to identify improvements and efficiencies . Responsible for m aintain ing 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 Carry out any other tasks as may be assigned by the Senior Management Team *** 🔹 Typical Day No two days will be identical, but they tend to follow this rhythm: 8:00 – 9:00 | Control & Prioritisation Review incoming enquiries, tender portals, and new opportunities Check status of all live bids and submission deadlines Identify priority bids, risks, or resource gaps Review emails from clients, consultants, and manufacturers Confirm Bid Team workload and immediate actions 9:00 – 11:00 | Bid Coordination & Technical Alignment Coordinate with Technical Manager on design and specification queries Liaise with Sales on client requirements and bid strategy Engage with manufacturers for design input and pricing Ensure all contributors understand their responsibilities and deadlines Progress technical and commercial inputs for active bids 11:00 – 12:30 | Proposal Development Develop and review technical submissions and supporting documentation Build or refine cost models with commercial input Review compliance against tender specifications Ensure alignment with margin targets and delivery capability 1:30 – 3:30 | Bid Management & Quality Control Track progress of all active bids against timelines Review completed sections for accuracy and compliance Follow up with stakeholders on outstanding inputs Manage Bid Assistant activities (formatting, document control, submissions) Conduct interim reviews to ensure quality and consistency 3:30 – 5:00 | Finalisation & Planning Prepare submissions for final review or issue Conduct final checks with Sales, Technical, and Projects teams Update bid tracker and pipeline status Plan upcoming bids and resource requirements Capture key notes or risks for ongoing opportunities 🔹 Typical Week A weekly cycle usually forms around: 🟢 Bid Pipeline & Strategy Review bid pipeline with Commercial Director Agree bid/no-bid decisions for new opportunities Define win strategies and priorities for key bids Identify risks and resource requirements 🟢 Bid Delivery & Coordination Internal coordination meetings for major bids Monitor progress and reallocate resources where required Ensure all stakeholders remain aligned on deliverables Engage with manufacturers and supply chain for key inputs 🟢 Commercial & Technical Alignment Review costings and margin positions on active bids Ensure technical compliance with specifications Resolve design or scope queries with internal and external/client teams 🟢 Bid Team Management Manage workload and priorities of Bid Assistant(s) Ensure document control and submission standards are maintained Provide guidance and support to improve output quality 🟢 Reporting & Tracking Update bid tracker and pipeline metrics Monitor deadlines, risks, and submission status Report progress on key opportunities 🔹 Typical Month The month has a stronger structure and reporting cycle. 📊 1. Performance & Reporting Cycle Report on bid performance (win rate, margins, pipeline conversion) Analyse success rates and identify trends Review accuracy of costings vs project outcomes Present insights to senior management 📋 2. Bid Review & Improvement Conduct win/loss reviews with key stakeholders Identify lessons learned and improvement actions Refine bid strategies and approach for future opportunities 📁 3. Process & Quality Improvement Review and update bid templates and standard documentation Improve bid processes for efficiency and consistency Maintain central repository of bids and supporting materials 🤝 4. Strategic Alignment Align with Sales, Commercial, and Operations on upcoming opportunities Identify key target projects and frameworks Support business development strategy and growth plans 👥 5. Team & Capability Development Review Bid Team performance and workload Identify training needs and development opportunities Strengthen structure and scalability of the bid function 🔹 What This Role Feels Like in Reality At Pafi’s size and growth stage, the Bid Manager role operates across multiple disciplines: 40% Bid delivery and coordination 30% Technical and commercial alignment 20% stakeholder management and communication 10% process improvement and reporting But during: 🔺 Major tender submissions → heavily focused on coordination, quality control, and deadlines 🔺 Growth periods → stronger emphasis on pipeline development and strategic opportunities 🔺 Complex projects → increased involvement in technical design and commercial alignment 🔹 Strategic Layer (Within the Business) Because the role sits between Sales, Technical, and Operations, it also functions as: Opportunity owner from enquiry through 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 In an SME like Pafi, this role is not just administrative — it is a key function in securing revenue and enabling controlled business growth. Security Installations and Maintenance Pafi. Ltd. Registered in England No. GB 3104961 VAT GB 677 2114 30 EORI GB677211430000 Registered Office: Robin Hill Farm, Mead Lane, Lower Basildon, Reading RG8 9NZ 1