Bid Manager, Commercial Services Team

Overview:

The Bid Manager plays a key role within the Commercial Services Team (CST), reporting to the Senior Manager, CST, and is responsible for managing the end-to-end bid process across a range of client opportunities. This includes supporting opportunity qualification, developing tailored proposal content, and coordinating input from cross-functional teams to produce compliant, high-quality submissions. The role works closely with regional and country leadership, subject matter experts, and the pricing team to ensure bids are strategically aligned and competitively positioned. The Bid Manager also contributes to continuous improvement initiatives, maintains bid content libraries, and supports post-submission and handover activities.

Key Responsibilities:

• Manage the full bid lifecycle, from Expression of Interest and Pre-Qualification through to the bid stage, including leading bid kick-offs, developing win themes, and producing high-quality content in collaboration with subject matter experts.
• Initiate and coordinate bid review meetings and develop comprehensive Bid Plans, including compliance matrices and timelines.
• Coordinate contributions from Legal, Finance, Regional Management, and other key stakeholders to ensure a coherent and fully compliant response.
• Structure and format proposal content in line with client requirements, ensuring clarity, consistency, and alignment with bid strategy.
• Create and coordinate visual elements such as graphics, flow charts, diagrams, and presentation slides to support written content.
• Organize and lead document reviews throughout the bid process, incorporating feedback from internal reviewers at each stage.
• Ensure timely submission of bids, whether through online platforms, email, or hard copy, following the client’s specific instructions.
• Maintain accurate bid data in Salesforce and ensure all documentation is stored in the designated secure file management system in accordance with internal protocols.
• Respond to post-submission requests such as clarifications or final offers, coordinating internal responses and ensuring accuracy.
• Provide support for post-win activities including contract review and operational handover, as required.
• Conduct Lessons Learned exercises post-submission, capturing feedback, competitor insight, and recommendations for future improvements.
• Contribute to the continuous improvement of GardaWorld’s proposals through feedback integration and process development.
• Support the preparation of client-facing presentations and related materials.
• Carry out any other duties as assigned by the Senior Manager, CST.

Competencies

• Bid Leadership: Demonstrates the ability to manage all bid phases, including opportunity qualification, bid planning, and delivery, with clear accountability.
• Writing and Communication: Skilled in producing, reviewing, and editing high-quality written content tailored to client specifications and tone.
• Collaboration: Works effectively with internal stakeholders including Legal, Finance, Regional Ops, and SMEs, ensuring timely contributions and aligned messaging.
• Attention to Detail: Maintains accuracy in content, compliance matrices, and document formatting, ensuring no requirements are overlooked.
• Strategic Thinking: Understands win themes, differentiators, and how to position the company’s value proposition effectively.
• Organization and Project Management: Manages timelines, dependencies, and reviews efficiently using structured planning tools. Produces high-quality work while identifying opportunities to improve processes.
• Dependability: Delivers work consistently and on time, fulfils commitments reliably, and remains accountable under pressure.
• Risk and Compliance Awareness: Understands basic risk factors in bid development and escalates appropriately. Ensures proposals align with internal governance and client requirements.
• Technical Coordination: Able to engage with subject matter experts to translate technical input into clear, accurate proposal content.
• Digital Proficiency: Proficient in standard business software for document creation, collaboration, and project tracking.
• Resilience and Initiative: Maintains focus and a positive attitude under pressure. Takes ownership of tasks, anticipates needs, and actively seeks solutions.

Qualifications & Experience

• Bachelor's Degree in Business Administration, Marketing, Communications, or a related field; equivalent professional experience may be considered.
• Minimum of three years’ experience managing complex and high-value bids, preferably in the security or government services industry.
• Demonstrated experience in drafting technical narratives and developing bid strategies.
• Strong track record in coordinating multi-stakeholder inputs and producing winning proposal content under tight deadlines.
• Previous work with geographically dispersed teams and senior stakeholders is advantageous.
• APMP Foundation (or higher) certification is highly desirable.
• Familiarity with public and private sector procurement processes and documentation standards.
• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint) and experience with collaborative proposal tools.
• Experience with proposal management software such as XaitPorter would be an asset.