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Keyfactor is seeking a Senior RFP & Bid Manager for its EMEA region to establish, manage, and continuously improve the RFP, RFI, and tender response management framework across the sales organization. Operating as a specialized individual contributor, you will own the operational processes, governance standards, tools, and knowledge management practices required to support effective and consistent bid responses.
You will coordinate the end-to-end RFP response process, working closely with Sales, Solutions Engineering, Legal, Compliance, and other departments to obtain required inputs, manage timelines and dependencies, and facilitate accurate, complete, and timely submissions. As part of a newly established function, you will develop scalable operating practices and documentation to support the continued development of RFP management capabilities within EMEA and potential future adoption in other regions.
Key responsibilities include: establishing and continuously improving the EMEA RFP and bid management operating framework with standardized intake procedures and governance practices; coordinating complex RFP, RFI, and tender responses across multiple internal functions; developing and improving bid management methodologies to enhance response quality and turnaround time; applying specialized knowledge of public and private tender procedures to assess requirements and identify submission risks; establishing and governing a centralized RFP content and knowledge management framework using Loopio and supporting tools; facilitating cross-functional collaboration throughout the bid response process; exercising independent professional judgment in managing RFP activities; coordinating review and validation of technical, security, service-related, and contractual information; serving as the primary operational point of contact for customer procurement representatives; developing RFP management performance reporting and analyzing operational trends; providing specialized functional guidance to internal stakeholders; and developing scalable bid management documentation and implementation playbooks.
The role requires up to 15% travel time and operates on a hybrid work model with office locations in Stockholm (Sweden), Barcelona or Madrid (Spain), Aachen (Germany), or the United Kingdom.
Requirements:
- Bachelor's degree in Business Administration, Management, Communications, or related field, or equivalent relevant professional experience
- Minimum 5 years of relevant experience in RFP management, proposal management, bid management, or closely related function, preferably within B2B software or technology environments
- Demonstrated experience coordinating complex RFPs, RFIs, and tenders involving multiple internal functions and external stakeholders
- Proven experience establishing, improving, or governing structured bid response processes, including standardized workflows and content management practices
- Strong working knowledge of public and private procurement processes, including open, restricted, negotiated, and competitive dialogue procedures
- Experience identifying procedural and operational risks and coordinating their resolution with relevant subject-matter experts
- Experience working with RFP management platforms and content repositories; Loopio experience strongly preferred
- Demonstrated ability to independently prioritize RFP activities, manage competing deadlines, and determine when additional specialist input or escalation is required
- Experience collaborating with Sales, technical specialists, Legal, Compliance, and Professional Services in complex bid response environments
- Familiarity with B2B software environments; cybersecurity, PKI, or information security experience advantageous but not required
- Salesforce experience preferred
- APMP certification or comparable professional qualification advantageous
- Strong bid and proposal project management skills including planning, prioritization, stakeholder coordination, and deadline management
- Demonstrated process design, documentation, governance, and continuous improvement skills
- Strong analytical and problem-solving skills with ability to assess procedural requirements and identify operational risks
- Excellent written communication and content review skills ensuring accuracy, clarity, and consistency
- Strong cross-functional stakeholder management and influencing skills with ability to coordinate contributors without direct reporting authority
- Proficiency in RFP management tools, structured content repositories, and business productivity applications
- Ability to analyze operational performance data and translate findings into practical process improvements
- Excellent organizational skills, attention to detail, and ability to manage multiple concurrent priorities
- Strong communication skills and ability to work effectively across diverse teams and cultures within EMEA
- Ability to work independently within broadly defined procedures, policies, and business objectives
- Ability to apply specialized knowledge and sound professional judgment to complex bid management activities
- Ability to establish and continuously improve operational processes in a developing functional environment
- Ability to coordinate multiple stakeholders and manage dependencies while maintaining effective working relationships
- Ability to identify potential operational, procedural, and submission risks and determine appropriate escalation requirements
- Ability to influence stakeholders through specialized expertise, collaboration, and effective communication rather than formal organizational authority
- Ability to maintain accuracy, consistency, and attention to detail under competing deadlines
- Ability to adapt working methods and priorities to changing business requirements across EMEA
- Ability to distinguish operational decisions within the role's authority from matters requiring formal technical, legal, compliance, or commercial approval
