Senior RFP & Bid Manager, EMEA

About the position The Senior RFP & Bid Manager, EMEA is responsible for establishing, managing, and continuously improving the RFP, RFI, and tender response management framework across Keyfactor's EMEA sales organization. Operating as a specialized individual contributor, the role owns the operational processes, governance standards, tools, and knowledge management practices required to support effective and consistent bid responses. The position coordinates the end-to-end RFP response process, working closely with Sales, Solutions Engineering, and other relevant departments to obtain required inputs, manage timelines and dependencies, and facilitate accurate, complete, and timely submissions. The role applies specialized knowledge of bid management practices and procurement procedures to identify operational risks, recommend appropriate response approaches, and drive improvements in process effectiveness and efficiency. As part of a newly established function, the role develops scalable operating practices and documentation to support the continued development of RFP management capabilities within EMEA and potential future adoption in other regions. This position can be based out of our offices in following locations and we have a hybrid work model: Stockholm (Sweden), Barcelona or Madrid (Spain), Aachen, Germany or United Kingdom. Responsibilities Own and continuously improve the EMEA RFP and bid management operating framework , establishing standardized intake procedures, response workflows, submission controls, and governance practices to ensure consistent and effective execution across the region. Coordinate the end-to-end execution of complex RFP, RFI, and tender responses , working closely with Sales, Solutions Engineering, Legal, Compliance, and other relevant functions to obtain required inputs, manage timelines and dependencies, and ensure timely, accurate, and complete submissions. Develop and continuously improve bid management methodologies and standards , identifying operational inefficiencies, evaluating improvement opportunities, and implementing solutions to enhance response quality, turnaround time, and cross-functional effectiveness. Apply specialized knowledge of public and private tender procedures , assessing procedural requirements, identifying submission risks, and providing guidance to internal stakeholders on appropriate response processes while escalating matters requiring legal, compliance, or commercial decisions to the relevant functions. Establish and govern a centralized RFP content and knowledge management framework , including the administration of Loopio and approved supporting tools, ensuring content accuracy, consistency, currency, and appropriate validation by relevant subject-matter experts. Facilitate effective cross-functional collaboration throughout the bid response process , coordinating contributions from Sales, Solutions Engineering, Product Management, Legal, Compliance, Finance, and Professional Services, and ensuring that dependencies, responsibilities, and escalation requirements are clearly communicated. Exercise independent professional judgment in managing RFP response activities , determining when approved content can be used, identifying requirements for additional specialist input, and escalating complex or sensitive matters to the appropriate accountable stakeholders. Coordinate the review and validation of technical, security, service-related, and contractual information included in bid responses , ensuring that product capabilities, roadmap statements, security representations, implementation commitments, and service deliverables are reviewed and approved by the relevant authorized functions prior to submission. Serve as the primary operational point of contact for customer procurement representatives and external bid management partners , coordinating procedural clarifications, submission requirements, joint-bid activities, and response logistics while involving Sales and other relevant stakeholders in substantive customer discussions. Develop and maintain RFP management performance reporting , monitoring submission volumes, turnaround times, response quality, content effectiveness, and relevant bid outcomes, analyzing operational trends, and recommending process improvements to Revenue Operations and Sales leadership. Provide specialized functional guidance to internal stakeholders on bid management practices , supporting the consistent application of established workflows, tender procedures, governance standards, and RFP management tools across the EMEA sales organization. Develop and maintain scalable bid management documentation and implementation playbooks , establishing repeatable methodologies and operating practices that support the ongoing development of the EMEA function and potential future adoption in other regions. Minimum Qualifications, Education, and Skills Minimum Education Bachelor's degree in Business Administration, Management, Communications, or a related field, or equivalent relevant professional experience. Minimum Knowledge & Job Experience Minimum 5 years of relevant experience in RFP management, proposal management, bid management, or a 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, content management practices, and operational procedures. 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 internal subject-matter experts. Experience working with RFP management platforms and content repositories; experience with Loo