Sales & Tender Administration Executive

Company Overview

PIKA Medical Pvt Ltd is seeking a Sales & Tender Administration Executive responsible for managing tender documentation, coordinating sales activities, and handling CRM operations. This role involves overseeing the entire tender and quotation process from identifying opportunities through submission, award, and compliance reporting, reporting directly to the Director and Sales Head.

Key Responsibilities

• Prepare quotations across product lines adhering to approved rate structures, with training provided for interface usage.
• Support the field sales team by providing quotations, price estimates, catalog copies, and handling office inquiries on a first-in-first-out basis.
• Maintain the Quote Register, validate purchase orders against quotations, place orders with principals, and coordinate deliveries.
• Track Annual Maintenance Contract (AMC) and Comprehensive Maintenance Contract (CMC) renewals for installed equipment.
• Manage end-to-end tender processes for government, PSU, corporate hospitals, and institutional tenders.
• Monitor portals such as GeM, Karnataka eProcurement, CPPP, and private hospital sites daily to identify relevant tender opportunities.
• Conduct eligibility assessments, draft pre-bid queries, monitor corrigenda, and prepare technical compliance statements aligned with OEM specifications.
• Submit technical and commercial bids online within stipulated deadlines.
• Handle commercial compliance documents such as Earnest Money Deposit (EMD), Bid Security Declarations, and track refund status.
• Manage Performance Bank Guarantee issuance, renewal, release, and liaison with banks.
• Maintain OEM authorization letters (MAF) and other statutory documentation.
• Oversee hospital empanelment and rate contract renewals.
• Generate weekly tender pipeline reports and monthly win/loss analyses with detailed reasons.
• Coordinate cross-functionally with sales, service, logistics, finance, and OEM principals.
• Contribute to process documentation within PIKA's sales operations.

Requirements

• Bachelor's degree in Commerce, Business Administration, or related fields. Candidates with B.E. in Biomedical or Electronics engineering are also welcome.
• 3 to 6 years of experience in tender or sales administration, demonstrating full ownership of tender submissions rather than merely support roles.
• Relevant industry experience in medical devices, diagnostics, scientific instruments, or institutional B2B capital equipment sectors.
• Hands-on experience submitting tenders on GeM and at least one state e-procurement portal; familiarity with Karnataka eProcurement is highly advantageous.
• Thorough understanding of EMD processes, Bid Security Declarations, Performance Bank Guarantees, and contractual terms and conditions.
• Capacity to analyze tender technical specifications and assess conformity with product datasheets.
• Proficiency with advanced Microsoft Excel functions (VLOOKUP, pivot tables), Microsoft Word, and Tally software.
• Experience using Zoho CRM or similar customer relationship management platforms.
• Fluent spoken and written communication skills in English and Kannada.
• Ability to handle multiple simultaneous deadlines independently without supervision.