Senior RFP & Bid Manager, EMEA

About Keyfactor Our mission is to securely connect the world: humans, machines, and AI. Keyfactor is the leader in trust infrastructure for AI and machines, helping the world's largest enterprises and government agencies take control of the cryptographic identities that safeguard every digital interaction. Behind the platform is a global team of people who care deeply about the work and each other. We move fast, think big, and show up for one another every day. If you're looking for work that matters and a team that brings out your best, we hope you'll trust your future with Keyfactor! Title: Senior RFP & Bid Manager, EMEA Location: Stockholm, Sweden; Aachen, Germany; Barcelona or Madrid, Spain; United Kingdom Experience: Senior Job Function: Revenue Operations Employment Type: Full-Time Industry: Computer and Network Security 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 Loopio is 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; experience in cybersecurity, PKI, or information security is advantageous but not required. - Experience with Salesforce is preferred. - APMP certification or a comparable professional qualification is advantageous. Minimum Skill - 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 the ability to assess procedural requirements, identify operational risks, and recommend appropriate solutions. - Excellent written communication and content review skills, ensuring accuracy, clarity, and consistency in customer-facing submissions. - Strong cross-functional stakeholder management and influencing skills, with the 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. Minimum Abilities - 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. Travel Requirements - Up to 15% travel time required #LI-NA1 Compensation Salary will be commensurate with experience.  Culture, Career Opportunities and Benefits We build teams that continually strive to get better than the day before. You will be challenged daily and given opportunities to grow personally and professionally. We balance autonomy and structure to create an entrepreneurial environment to spur creativity and new ideas.  Here are just some of the initiatives that make our culture special:   - Second Fridays (a company-wide day off on the second Friday of every month minus November and December due to the Holiday schedule). Please note that this benefit is subject to change. - Comprehensive benefit coverage globally. - Paid Parental Leave is available to new parents. Structure varies based on regional/government requirements. In regions where government-paid leave doesn’t exist, like in the U.S., the company offers generous paid parental leave, along with comprehensive adoption and fertility support. - Competitive time off globally. - Dedicated employee-focused ambassadors via Key Contributors & Culture Committees. - DIVERSE Commitment, a call to action for a more inclusive and diverse future in business, society, and technology. - The Keyfactor Alliance Program to support DEIB efforts. - Wellbeing resources, wellness allowance, mindfulness app free membership, Wellness Wednesdays. - Global Volunteer Day, company non-profit matching, and 3 volunteer days off. - Monthly Talent development and Cross Functional meetings to support professional development. - Regular All Hands meetings – followed by group gatherings. Our Core Values Our core values are extremely important to how we run our business and what we look for in every team member:   Trust is paramount.   We deliver security software and solutions where trust and openness are of the highest importance for our customers. We are honest and a trusted partner in every aspect of business.   Customers are core.   We strategize, operate, and execute through a customer-centric view. We prioritize the security interests of our customers, and we act as if their data were our own.   Innovation never stops, it only accelerates.   The speed of change is accelerating. We are committed, through investment and focus, to stay ahead of the innovation curve.   We deliver with agility.    We thrive in high-paced and continually changing environments. We navigate through newly added variables, adjust accordingly, while driving towards our strategic goals.   United by respect.    Respect for all is what unites us. We promote diversity, inclusivity, equity, and acting with empathy and openness, both in our business and in our communities.   Teams make “it” happen.   Vision and goals are not individually achievable – they require teamwork. We pride ourselves in operating as a cohesive team, creating promoters and partners, and winning as one.   Keyfactor is a proud equal opportunity employer including but not limited to veterans and individuals with disabilities.  REASONABLE ACCOMMODATION: Applicants with disabilities may contact a member of Keyfactor’s People team via [email protected] and/or telephone at 1.216.785.2990 to request and arrange for accommodations at any time. Keyfactor Privacy Notice