Back Office Staff

About the Role

We are seeking a proactive and organized individual to independently oversee tender monitoring and coordination, manage social media activities, maintain client and vendor communications, handle documentation, and perform routine administrative duties effectively.

Key Responsibilities

• Monitor various tender portals including GeM, CPPP, e-Tender, PSU, Government, Port, Shipping, and private sectors to identify relevant business opportunities.
• Shortlist tenders that align with company business areas and eligibility criteria.
• Download, review, and organize tender documents, including corrigenda, BOQs, and submission requirements.
• Maintain tender trackers, submission checklists, EMD/EPBG details, deadlines, and report statuses accurately.
• Collaborate with management and internal teams to gather technical, commercial, financial, statutory, and company documentation necessary for tender submissions.
• Assist in creating technical and commercial bid documents, quotations, expressions of interest, pre-qualification submissions, and other related paperwork.
• Track outcomes of tenders, manage clarifications, respond to queries, and support post-bid activities.
• Maintain updated databases of clients, vendors, consultants, contractors, and business prospects.
• Support business development efforts through client follow-ups and lead generation activities.
• Manage and update the company's social media channels including LinkedIn, Facebook, Instagram, and X, by publishing professional content reflecting company projects, achievements, and services.
• Create marketing materials and presentations with tools like Canva, coordinating with technical teams to procure project photos and updates.
• Maintain a content schedule and monitor audience engagement and inquiries across platforms.
• Maintain comprehensive company files, records, registrations, certificates, agreements, and other essential documents.
• Compose professional correspondence, reports, quotations, presentations, and business letters as needed.
• Handle official email communications, ensuring prompt replies and follow-ups.
• Coordinate interactions with clients, vendors, consultants, government bodies, and other external parties.
• Prepare activity reports and manage follow-up track records on a daily or weekly basis.
• Assist management with scheduling meetings, preparing necessary documents, and fulfilling allotted administrative responsibilities.
• Ensure proper electronic filing and organization of company documentation.

Required Qualifications and Skills

• 2 to 5 years of relevant professional experience in tender coordination, administration, or business development roles.
• Familiarity with GeM, CPPP, e-Tender portals, or similar online tendering platforms is beneficial.
• Strong understanding of tender documentation, eligibility assessments, submission processes, and online bidding procedures.
• Proficiency in Microsoft Office suite including Word, Excel, PowerPoint, Outlook/Gmail, and PDF handling tools.
• Competence with Canva or equivalent graphic design tools for creating marketing materials.
• Excellent and effective communication skills in both English and Tamil, including email drafting and professional correspondence.
• Strong organizational skills, including follow-up, documentation accuracy, coordination, and time management.
• Ability to independently manage multiple tasks and meet stringent deadlines with high attention to detail.
• Willingness to collaborate across various departments and external stakeholders.
• Preference given to candidates with prior experience in engineering, marine, construction, infrastructure, manufacturing, or industrial industries.

Educational Qualifications

Applicants should hold any Bachelor's Degree or Diploma, ideally in disciplines such as B.Com, BBA, B.Sc, BA, BCA, or an Engineering/Technical Diploma.

Preferred Experience Areas

Candidates familiar with tender management, government tenders including GeM and PSU tenders, business development, office administration, client coordination, documentation, digital marketing, and the engineering, construction, marine, or industrial sectors will have an advantage.

Additional Expectations

The ideal candidate is expected to work autonomously, take full responsibility for assigned tasks, maintain consistent follow-ups, and provide periodic status updates to management. This is a long-term opportunity for candidates seeking substantive responsibilities across multiple functional areas.

Compensation

The monthly salary ranges from ₹20,000 to ₹25,000, commensurate with experience and qualifications.