Bid Office Manager
Johannesburg · On-site
Bid Office (Sales & Commercial)
Permanent · Full-time
Posted 24 Jul 2026
White Pearl Technology Group is looking for a Bid Office Manager based in Johannesburg, South Africa. You will own the end-to-end bid lifecycle, from qualifying an opportunity through to final submission and print. You will run a disciplined, repeatable process across many bids at once, coordinate every contributor to deliver quality work on time, and apply rigorous quality assurance so that finished bid packs contain no omissions, errors or non-compliant content. This is a high-pressure, deadline-critical role for someone who thrives on order, accountability and excellence, and who will see the job through rather than stop at nine-to-five.
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Bid process & governance
- Coordinate the sourcing of relevant bids so that no relevant opportunity advertised on tender portals or customer/target sites is missed.
- Own and continuously improve the company’s bid methodology, process, templates, delivery gates and document standards (e.g. Shipley / APMP-aligned).
- Manage the full bid lifecycle: identification, bid/no-bid qualification, kick-off, content development, reviews, approvals, submission and post-submission feedback.
- Maintain a bid calendar and pipeline, tracking all live opportunities, deadlines, dependencies and submission requirements.
- Run structured review gates (content, commercial and final sign-off) before any bid is finalised.
Coordination & stakeholder management
- Coordinate multiple bids and their processes at the same time without compromising quality.
- Brief and align all contributors, technical, solutions, sales, legal, finance and executive sponsors, on roles, responsibilities and deadlines.
- Drive contributors to deliver on time and to standard, escalating risks early and managing them to resolution.
- Act as the single point of coordination and the calm centre of every bid, especially as deadlines approach.
Quality assurance & compliance
- Perform thorough QA and compliance checking before any bid moves to print, ensuring zero omissions and no incorrect information.
- Build and maintain a compliance matrix for each tender, confirming every mandatory requirement, returnable schedule and document is addressed.
- Verify accuracy and completeness of all returnable documents, including SBD forms (e.g. SBD 1, 3.1, 4, 6.1, 6.2, 8, 9), CSD registration, valid SARS tax compliance status, B-BBEE certificate, company registration documents, declarations and pricing schedules.
- Ensure consistency of pricing, version control, branding, formatting, pagination and naming across the whole bid pack.
- Conduct final pre-print sign-off and manage handover to the print department, confirming specs, collation, copies and binding match the tender instructions.
Submission management
- Manage submission logistics for hard-copy and electronic channels (e.g. National Treasury eTender portal, client e-procurement systems, courier or hand-delivery), meeting deadline, format and delivery requirements exactly.
- Maintain a complete audit trail and master file for every submission.
Team & continuous improvement
- Coordinate, develop and quality-assure the work of the bid team and contributors.
- Capture lessons learned and win/loss feedback, feeding these back into process and template improvements.
- Maintain a content library / answer bank of reusable, approved bid content.
- Report on bid pipeline, win rates and team performance to leadership.
Minimum requirements
- Relevant tertiary qualification (e.g. Project Management) or equivalent practical experience.
- 3+ years’ experience in bid / proposal / tender management, ideally in ICT, technology or related services.
- Proven track record managing multiple concurrent bids under tight deadlines.
- Strong knowledge of South African public- and private-sector tendering, including SCM processes, SBD forms, CSD, B-BBEE and tax compliance.
- Demonstrable experience running QA and compliance checks on complex bid documents.
- Excellent written and spoken English, with exceptional attention to detail.
- Advanced MS Office skills (Word, Excel, PowerPoint) and comfort with document control and collaboration tools.
Advantageous
- APMP certification (Foundation / Practitioner) or Shipley training.
- Experience with bid/proposal or CRM software (e.g. proposal automation tools, SharePoint).
- Knowledge of ICT solutions, services and commercial models.
Competencies & personal attributes
- Works exceptionally well under pressure and stays composed at deadline.
- Meticulous attention to detail, treats a single omission as unacceptable.
- Outstanding organisation, planning and prioritisation across competing demands.
- Natural coordinator who can influence and hold contributors accountable without authority.
- Process-driven and quality-obsessed, with a continuous-improvement mindset.
- Clear, assertive communicator and confident stakeholder manager up to executive level.
- High ownership, reliability and integrity.
To apply, email your CV to stephen.thorne@whitepearltech.com.