Tender Executive

Job Purpose

The Tender Executive will be responsible for identifying, preparing, and managing all tendering and bidding activities for the organization. This role involves coordinating cross-functional teams to ensure accurate, compliant, and timely submission of proposals, maintaining vendor registrations, and overseeing all post-award activities including contract execution, inspection coordination, and payment follow-up.

Key Responsibilities

Tender Identification and Proposal Development

• Tender Sourcing & Vetting: Proactively identify and monitor procurement portals, government tenders, and online bidding platforms for relevant RFPs, RFQs, and EOIs.
• Bid Preparation & Submission: Manage the end-to-end preparation of technical and commercial proposals, ensuring all documentation is accurate, complete, and submitted within deadlines.
• Compliance Assurance: Ensure that all bid submissions comply with client requirements and internal policies.
• Financial Instruments: Coordinate preparation and submission of Earnest Money Deposits (EMD), Performance Bank Guarantees (PBG), and related financial securities.
• Cross-Functional Coordination: Liaise with internal departments (Sales, Finance, Operations, Technical) to compile tender inputs and ensure alignment with customer requirements.

Vendor Qualification and Contract Execution

• Vendor Registration: Lead the process for vendor registration and pre-qualification on client procurement portals.
• Documentation Management: Maintain updated records of company credentials, licenses, certifications, and statutory documents required for tender participation and vendor onboarding.
• Inspection Coordination: Serve as the primary contact for client or third-party inspections (e.g., Pre-Dispatch Inspection – PDI).
• Audit & Compliance: Coordinate audit readiness by ensuring all packaging, labeling, and documentation (CoA, test reports, etc.) meet contractual and regulatory standards.
• Non-Conformance Resolution: Record and monitor non-conformities raised during inspections and collaborate with technical teams for timely corrective action.

Post-Award Management and Financial Follow-Up

• Contract Negotiation & Clarifications: Support participation in pre-bid meetings, technical clarifications, and contract negotiation discussions.
• Invoice & Payment Tracking: Monitor invoice submissions and proactively follow up with clients to ensure timely payments in accordance with agreed terms.
• Dispute Management: Investigate and resolve financial or documentation-related discrepancies that could delay payments or contract closure.
• Reporting: Maintain comprehensive reports on tender activity, bid success rates, pipeline status, and receivables performance.
• Contract Closure: Ensure timely release and closure of all financial securities (PBGs, EMD refunds) after contract completion.

Key Skills & Competencies

• Strong understanding of tendering procedures, government procurement processes, and bid management.
• Excellent attention to detail and document management skills.
• Strong coordination and communication skills to manage multiple stakeholders.
• Proficiency in MS Office (Excel, Word, PowerPoint) and experience with e-tendering portals.
• Ability to handle multiple tenders simultaneously under tight deadlines.
• Analytical thinking and problem-solving abilities

Requirements

Education & Experience

• Education: Any graduate or post graduate
• Experience: 1–3 years of experience in tendering, proposal management, or commercial operations (preferably in manufacturing, engineering, or EPC sectors).

Benefits

PF and ESIC

Paid leaves