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Proposal Manager

2 months ago

Madison, Wisconsin, United States Clarity Travel Full time

Overview and Benefits

  • Monday to Friday, 37.5 hours per week
  • Work from home flexibility
  • Unlimited referral bonus of £1000 for recommending a friend
  • Generous vacation policy
  • Additional day off to celebrate your birthday
  • Employee recognition awards
  • Discounts on hotels and airlines
  • Access to Employee Assistance Programme
  • OUR COMPANY CULTURE IS..... Dynamic, Vibrant, Fast-Paced, and Rewarding, where we PROVIDE you with the opportunity for a brighter FUTURE
  • Clarity Travel is committed to equal opportunity employment. We embrace diversity and strive to create an inclusive workplace for all team members.
  • At Clarity, we not only listen but also adapt and deliver.

About Us

We are a globally recognized, multi-award-winning Business Travel Company dedicated to simplifying business travel. Our mission is to ensure our clients reach their destinations safely, efficiently, and cost-effectively.

Our team consists of over 800 industry professionals, providing timely and effective service, making us the trusted partner for seamless travel management solutions for forward-thinking businesses and organizations worldwide.

Our People are the core of our organization, and we invest significantly in training and development through our specialized training academy and personalized career advancement programs.

Clarity Business Travel is a leading UK-based Travel Management Company and part of The Portman Travel Group, which includes Brighter Event, Elegant Resorts, If Only, and Destination Sports Group.

Role Overview

Purpose

  • Facilitate the organization’s new sales and customer retention initiatives by developing and executing the bid management process and providing essential documentation for formal tender processes and ad-hoc sales requests.
  • Maintain a comprehensive bid library that is current, engaging, and relevant to maximize efficiency in bid responses and enhance submission success rates.
  • Oversee all potential bid opportunities across various travel, meeting, and event categories.
  • Manage pre-qualification and supplier procurement questionnaires.

Key Responsibilities

Bid Process Management

  • Coordinate the bid management process for specific tender and re-tender opportunities alongside the designated Bid Owner.
  • Proactively educate internal stakeholders on bid management and governance processes as necessary.
  • Prepare a Bid Summary overview within established guidelines for distribution to relevant stakeholders.
  • Schedule and facilitate a Bid Kick-Off Call or Meeting, ensuring all pertinent internal stakeholders and subject matter experts are involved.
  • Lead the Bid Kick-Off Call or Meeting in collaboration with the Bid Owner.
  • Produce or finalize relevant bid submission and/or proposal documentation in accordance with corporate branding guidelines and/or customer-defined submission formats, ensuring all procurement deadlines are met.
  • Assist in the development of bid presentations alongside the Bid Owner, ensuring alignment with customer objectives and requirements.
  • Support the Head of Bid Management in refining the bid management process to align with internal needs and bid policy expectations.

Bid Intelligence and Content Management

  • Assist in the continuous update of the bid library/content management system by effectively managing contributions from relevant bid content creators, editors, approvers, and subject matter experts.
  • Build and maintain strong working relationships with key personnel involved in the bid process, including senior management, bid owners, work stream leads, and content contributors.
  • Research, draft, and edit appropriate bid content and responses as required.

Administrative Duties

  • Monitor internal databases and external bid opportunity sources to identify potential tender opportunities.
  • Maintain accurate information within CRM systems related to ongoing bid processes for effective reporting.
  • Assist in completing supplier questionnaires or databases as necessary.

Reporting and Communication

  • Enhance awareness of Bid Management across the organization through various communication channels.
  • Provide regular reports as agreed with the Head of Bid Management and Director of Business Development.
  • Deliver ad-hoc reports as needed to support upward reporting to the Executive Board and Group.
  • Participate in internal and external meetings and training as required.

Information Security

  • Complete annual online mandatory training on data protection, information security, and financial crime. Stay informed about cyber risks and threats through ongoing training and communications from the organization.
  • Understand and uphold the information security policies.


Qualifications for the Bid Manager Role at Clarity Travel
  • Minimum of 2 years of experience in bid management or a related field.
  • Proven ability to lead and coordinate bid processes effectively.
  • Strong project management skills with a focus on meeting deadlines.
  • Excellent written and verbal communication abilities.
  • Proficiency in Microsoft Office Suite and bid management software.
  • Ability to collaborate effectively with cross-functional teams.
  • Detail-oriented with strong analytical and problem-solving skills.
  • Experience in the travel industry is advantageous.