Bid Manager

Stefanini EMEA; Województwo małopolskie; On-site; PLN 120,000 - 180,000; Full time

Job summary

Stefanini EMEA is seeking a proactive Mid-Level Bid Manager to coordinate bids, proposals, renewals and cross‑sell opportunities across the IT services portfolio. You will lead the bid lifecycle, unite Sales, Solution Leads, Pricing, Delivery, Legal and Partners, and ensure a cohesive, commercially aligned client proposition.

You will independently manage routine pursuits while contributing to qualification, solution discussions and risk escalation.

Qualifications

• 3+ years coordinating projects, bids or multi-stakeholder initiatives.
• Ability to manage deadlines and ownership of actions.
• Strong planning, dependency management and follow-through.

Responsibilities

• Lead and coordinate the bid lifecycle from intake to handover, managing milestones and deadlines.
• Coordinate cross‑sell, renewals and multi‑tower opportunities across relevant teams.
• Develop bid plans, governance, kick‑offs and reviews to address delays and dependencies.
• Draft and consolidate stakeholder inputs to deliver cohesive, compliant proposals.
• Coordinate solution and delivery alignment with Sales, Solution Leads and delivery teams.
• Facilitate pricing inputs, risks and approvals; escalate material concerns as needed.
• Support SOWs and contractual documentation post-award.
• Prepare client engagement and bid defenses, coordinating agendas and materials.
• Maintain proposal quality and consistent messaging across solution and commercial submissions.
• Manage multiple opportunities and stakeholder relationships across functions and regions.
• Capture lessons learned and promote reusable content and templates; leverage AI tools.

Skills

Stakeholder management

Project coordination

English proficiency

Generative AI knowledge

Cross-functional coordination

Negotiation

Attention to detail

Education

Bachelor’s degree in Computer Science / Information Technology / Engineering

ITIL Foundation

APMP Foundation

PRINCE2 Foundation

AgilePM Foundation

CAPM

Tools

Microsoft 365 (Word, PowerPoint, Excel, Teams, SharePoint)

Job description

We are looking for a proactive and structured Mid-Level Bid Manager to lead the coordination and delivery of bids, proposals, renewals, expansions and cross-sell opportunities across Stefanini’s IT services portfolio.

In this role, you will take ownership of the bid lifecycle, bringing together Sales, Solution Leads, Pricing, Delivery, Transition, Finance, Legal, Partners and subject‑matter experts to develop cohesive, commercially aligned and customer‑focused proposals.

You will work across opportunities of varying complexity, independently managing standard bids and coordinating selected multi‑stakeholder pursuits. Beyond timelines and deliverables, you will help shape the response, identify risks and dependencies, facilitate decisions and ensure that different service areas come together into one integrated customer proposition.

This role is suited to someone who combines strong project coordination and stakeholder management skills with growing expertise in bid management, commercial awareness and IT services. You will be expected to work independently on routine pursuits, contribute actively to qualification and solution discussions, and elevate material risks or decisions when needed.

Key responsibilities:

• Lead and coordinate the bid lifecycle from opportunity intake and qualification through planning, submission, clarification, negotiation and handover, managing milestones, responsibilities, priorities and deadlines.
• Support opportunity qualification and response strategy by reviewing client requirements, evaluation criteria, compliance obligations, risks and resource needs, and contributing to bid/no‑bid and requalification decisions.
• Coordinate cross‑sell, renewals and multi‑tower opportunities for existing clients, aligning relevant teams across infrastructure, digital workplace, applications, cybersecurity, ServiceNow, transition and project management.
• Develop and maintain bid plans and governance by organizing kick‑off meetings, workshops, checkpoints and reviews, tracking actions and decisions, and proactively addressing delays, gaps and dependencies.
• Develop high‑quality, customer‑focused proposals by coordinating and consolidating stakeholder inputs, drafting selected sections, ensuring compliance with requirements, and connecting Stefanini’s capabilities to client needs and expected outcomes.
• Coordinate solution and delivery alignment by engaging Sales, Solution Leads, architects, delivery teams and subject‑matter experts to clarify scope, technical dependencies, assumptions, interfaces and ownership.
• Coordinate pricing, commercial inputs, risks and approvals by facilitating validation sessions, tracking assumptions and outstanding issues, and escalating material technical, financial, legal or contractual concerns to the appropriate stakeholders.
• Support Statements of Work (SOWs) and contractual documentation following award, helping ensure that agreed scope, delivery responsibilities, assumptions and commercial commitments are accurately reflected.
• Prepare and support client engagement and bid defenses by coordinating agendas, presentations, supporting materials, speakers and rehearsals, while progressively taking ownership of meeting facilitation and selected presentations.
• Maintain proposal quality and submission readiness through structured reviews, comment resolution, approval tracking, document version control and consistent messaging across solution and commercial submissions.
• Manage multiple opportunities and stakeholder relationships by maintaining visibility of progress and priorities, following up on commitments, and ensuring effective collaboration across Sales, Presales, Pricing, Delivery, Finance, Legal and partners.
• Improve bid management processes and knowledge sharing by capturing lessons learned, developing reusable content and templates, and responsibly using collaboration, automation and AI‑enabled tools to improve efficiency, consistency and proposal quality.

Required qualifications:

• Education:
• Relevant education, training, certifications or equivalent practical experience.
• Preferred:
• Bachelor’s degree in Computer Science, Information Technology, Engineering, or a related technical field.
• ITIL Foundation, APMP Foundation, PRINCE2 Foundation, AgilePM Foundation, CAPM or equivalent practical training.
• Excellent English communication skills, both verbal and written, for professional communication and documentation.
• Nice to have: Advanced German communication skills, both verbal and written.

Experience:

• 3+ years of practical experience coordinating projects, bids, proposals, workstreams, customer deliverables or other multi‑stakeholder activities, with demonstrated experience coordinating customer proposals, bids or multi‑stakeholder business initiatives.
• Advanced ability to manage deadlines, coordinate contributions from different stakeholders and maintain clear ownership of actions and deliverables.
• Advanced project coordination and planning skills, including prioritization, action tracking, dependency management and follow‑through.
• Advanced ability in managing standard bids independently and coordinating more complex pursuits with appropriate stakeholder and leadership support.
• Advanced ability in understanding the relationship between client requirements, solution scope, pricing assumptions, delivery responsibilities and contractual commitments.

Mandatory Technical skills:

• Advanced working knowledge of Microsoft 365 tools, particularly Word, PowerPoint, Excel, Teams and SharePoint, or equivalent tools.

Preferred / Nice‑to‑have Qualifications:

• 3+ years of experience in bid management, presales, project management, PMO, service delivery, consulting, IT operations, procurement or commercial coordination.
• Advanced exposure to IT outsourcing, managed services, ServiceNow, cloud, infrastructure, digital workplace, cybersecurity, applications or service transition.
• 3+ years of experience coordinating cross‑functional or multi‑tower opportunities, renewals, expansions or cross‑sell initiatives.
• 3+ years of experience working in international and virtual teams.
• Advanced experience working on complex, international or deadline‑driven assignments.
• Advanced knowledge and practical skills in Generative AI (Microsoft Copilot, ChatGPT or equivalent) and the ability to use them responsibly to improve productivity and content development.
• Familiarity with proposal development, compliance matrices, pricing coordination, Statements of Work and contractual review processes.
• Strong stakeholder management skills, with the confidence to engage colleagues across different functions, seniority levels, cultures and locations
• A structured, analytical approach to identifying gaps, risks, dependencies and unresolved decisions.
• Attention to detail while maintaining focus on deadlines, overall objectives and customer outcomes.
• A proactive, calm and solution‑oriented approach when priorities shift or timelines are tight.
• Curiosity and learning agility, with the confidence to ask questions, challenge assumptions constructively and escape issues when needed.

Diversity & Inclusion

Here at the Stefanini Group, we value plurality and equity, regardless of race, sexual orientation, disability, age, ancestry, religion, gender, and nationality. We understand and encourage the importance of being you!