Bid Manager

Bid Manager

Location: London Salary: £Competitive Closing Date: 30h November 2017
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The Bid Manager forms part of a multi-functional team that supports business development opportunities through bidding/tendering processes. 

The role is responsible for responding  to tenders so that they are in line with best practice and are researched, drafted, project-managed, proofed and submitted within the deadlines


Role Purpose

To manage the end to end bidding process of bids and opportunities. They will also provide research support to larger bids and non-bid business development opportunities to ensure that our responses contain client insight and understanding.

In addition this role will be required to provide support on behalf of the Bid Team, such as: monitoring and tracking opportunities, administrative tasks and knowledge management, reporting and MI and other bid related duties.

Key accountabilities and responsibilities

Bid activity:

Identify, monitor and maximise new opportunities/tenders from a variety of sources including the Consultants (to reduce their proposal workload):

Analysing opportunities on their receipt & review with identified service lines/client partner/Consultant contact

Liaising with the business over bid qualification

Contribute to the ongoing upkeep of the bid workload tracker – ensuring data captured is accurate and complete (for reporting purposes)

Tracking no bids and reason for no bids

Agree the solution and bid response structure with Consultants/Client Partners:

Responsible for collating, reading and sharing relevant client documentation

Organising kick off meeting with team identified

Facilitating discussion about the solution, win themes, structure and content of response

Gaining consensus and agreement during the team meeting

Producing bid plan based on client requirements with clear guidance regarding timescales, content, issues/areas of concern, evaluation points

Managing the bid process

Accountable for implementing bid time plan to completion

Contributing to the content of the bid with production of non-technical content

Contributing to the content and solution with directed research on the client and wider sector/market

To manage and liaise with any additional external or internal parties/stakeholders as required as part of the bid

Responsible for highlighting relevant feedback from previous bids and acting upon it

Accountable for maintaining communications with client and bid team (dealing with all Q&A)

Responsible for ensuring appropriate internal stakeholders are involved

Accountable for the collation, review, amendment -  final process

Accountable for dispatch process (print, email, web)

Maintaining Bid Library and advising all parts of the business on best practice

Ensure all folders are kept up to date with new case studies, testimonials, references

Continuously review and update all other content contained within folder, ensuring the best version is utilised at all times

Maintenance of all files stored in shared drive, cleansing and reviewing

Encouraging skills transfer and sharing of information across the business

Attendance at  Team and Client Partner or other meetings, as required

Collates qualitative & quantitative management information

Update the workload tracker at all times to contribute to accurate stats and MI

Obtaining and distributing feedback from bid submissions

Contribute to or create statistics reports as required

Research and insight activity: Support bid or other business development activity with undertaking bespoke research into the client and other relevant topics as directed. Research approaches may include:

Review of information available on the client and other websites

Review of company literature, such as may be provided within the bid documentation

Telephone interviews

Use of databases

Collation of findings into report/other documentation as required by the Client Partner and/or Senior Bid Manager.

Contribution of gained knowledge and insight into the bid review and pitch preparation process.



Key Relationships (Internal: consulted or informed. Communities that person is part of, External: prime business contacts)


Nature of relationship (interdependencies)

National network of Client Partners

Liaison, communication and support as required

Search Consultants

Liaison, communication and support as required


Personal attributes, skills, knowledge and experience: 

Previous Experience

Ability to solve problems and work on own initiative

Detailed, systematic approach to workload with strong prioritisation/organisational skills for self and others

Detail conscious and commitment to quality and attention to detail

Able to work to tight deadlines in a high pressure environment whilst demonstrating a level head and foresight

Effective decision making


Motivated by working towards building sales revenues

Seeking new ways to improve what we do

Understands the need for measurement and is able to interpret output

Takes responsibility for initiating own personal development

Adaptability and Flexibility

Flexible in supporting colleagues and team activity

Understands shifting priorities and manages expectations effectively

Consideration of different ways of presenting materials and using Microsoft Office suite as appropriate (including PowerPoint and Vision)


Works effectively and collaboratively to achieve Penna, team and bid team objectives

Contributes to team spirit e.g. by helping and supporting outside job description

Seen to share best practice and involved in joint problem solving


A confident communicator at all levels

Strong questioning and listening technique

Excellent verbal skills

Excellent written ability and command of the English language

Able to motivate and influence team members towards a common goal

Stakeholder management skills


Whilst a degree or equivalent would be of interest, the skills, experience and personal attributes outlined above are of greater importance.

Reward Structure and Key Measures

Demonstration of Penna behaviours

(Internal) Customer satisfaction

Bonus will be related to Penna profitability and individual performance 

Penna Behaviours

All employees within Penna must demonstrate behaviours consistent with the corporate values; Accountable, Supportive, Collaborative and Inspiring as listed below.




Does what they say they will do

·         Builds open, honest and realistic relationships with customers and colleagues

·         Reliable and acts with integrity

·         Determined and passionate about delivery the best

·         Accountable



Creates an environment where people can give of their best

·         Seeks to understand the needs and concerns of others

·         Creates a learning environment

·         Seeks feedback from other in order to learn and develop

·         Inspires others to achieve their goals



Works as part of one team

·         Pulls together to put the customer first

·         Support colleagues without waiting to be asked

·         Helps others succeed and celebrate their success

·         Actively looks to break down barriers and finds ways to work together



Creates new possibilities

·         Comes to work to make a difference, sets high goals and gives 100% personal energy

·         Believes in what we do and demonstrates this through actions

·         Regularly challenges thinking and is open to new ideas and ways of working

·         Has ambition and confidence to do thinks in new ways and to create and deliver inspirational solutions

If you are interested in learning more about this new opportunity and you feel that you hold the required skills and abilities to take on the role, please contact