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.