Tender Executive

Overview

The Tender Executive will handle all aspects of identifying, preparing, coordinating, and submitting tenders for government and private sector projects. This role entails managing tender documentation, quotations, vendor collaboration, online submissions, and record keeping to support successful bidding processes.

Key Responsibilities

• Locate and assess relevant government, PSU, private, and electronic tender prospects.
• Analyze tender documents such as NIT, BOQ, technical specs, eligibility, and commercial conditions.
• Compile and prepare technical and commercial tender submissions.
• Create quotations, BOQs, price schedules, and comparative analyses.
• Collaborate with management, technical teams, accounts, and suppliers to gather tender requirements.
• Collect and validate necessary documentation including GST, PAN, experience certificates, turnover proofs, EMD, fees, and statutory papers.
• Organize and submit EMDs, Performance Securities, Bank Guarantees, and related tender bonds.
• Manage online submission through portals such as GeM, CPPP, and state/department e-tender platforms.
• Ensure tender submissions are completed well before deadlines.
• Coordinate with banks for EMD/BG processes when necessary.
• Maintain records of submitted, awarded, rejected, and ongoing tenders.
• Monitor tender outcomes, including technical assessments, financial bids, and work order issuance.
• Communicate with clients and departments for clarifications, queries, and corrigenda concerning tenders.
• Draft tender-related correspondence like letters, declarations, and undertakings.
• Keep updated with upcoming tenders and manage a tender tracking database.
• Assist the Business Development team in uncovering new opportunities.

Required Skills and Qualifications

• Understanding of e-tendering procedures and comprehensive tender documentation.
• Experience with portals such as GeM, CPPP, and other state e-procurement platforms.
• Proficiency in MS Excel, MS Word, and PDF file management.
• Capability to interpret BOQ, technical specifications, and tender terms.
• Effective communication and coordination abilities.
• Meticulous attention to detail ensuring document accuracy.
• Ability to perform under tight deadlines.
• Basic awareness of GST, EMD, BG, PBG, and commercial terms related to tenders is advantageous.
• Graduation or diploma in any relevant field; preference to those with experience in Tendering, Procurement, Engineering, Fire & Safety, or EPC sectors.

Experience

Applicants may have anywhere from no prior experience up to 3 years in this area. Candidates with strong computer skills and knowledge of e-tendering processes are also welcome.

Performance Indicators

• Quantity of tenders identified and successfully submitted.
• Submission of tenders punctually and without errors.
• Success rate of tenders qualified.
• Proper archiving of tender documents.
• On-time coordination for EMDs, BGs, and related tender obligations.
• Consistent follow-up on tender verdicts and issuance of work orders.