Tender Executive

Overview

The Tender Executive plays a pivotal role in identifying, preparing, submitting, and managing tender bids through government and private procurement platforms. This position demands coordination with multiple internal teams to ensure regulatory compliance and smooth submission of technically sound and commercially viable bids, fostering successful client engagements and business growth.

Key Duties and Responsibilities

• Scrutinize and monitor tender opportunities from platforms such as GeM, CPP Portal, e-Procurement portals, NIC, MSTC, and other government/private procurement sites.
• Prepare and submit bids within prescribed timelines on various procurement portals.
• Participate in pre-bid meetings, conferences, and site visits to gather essential requirements and clarify tender conditions.
• Maintain an up-to-date Tender Tracker highlighting bid statuses, deadlines, amendments, results, and contract awards.
• Thoroughly assess tender documents for compliance with eligibility, technical, commercial, and legal standards.
• Compile and verify all necessary technical bid documents, including company qualifications, work history, certificates, declarations, and compliance documents.
• Collaborate with finance teams to prepare detailed financial submissions such as BOQ, cost sheets, and price schedules.
• Liaise with HR, Finance, Operations, Legal, Procurement, and Technical departments to collect requisite documents and approvals.
• Manage tender-related queries by preparing questions, responding to client inquiries, and tracking amendments and extensions.
• Handle arrangements for Bid Security, Earnest Money Deposits, Bank Guarantees, Performance Securities, and other bid prerequisites.
• Ensure all bid documentation adheres to client, tender, and statutory requirements.
• Organize and maintain company certificates like ISO, GST, PAN, MSME, PF, ESIC, financial records, work orders, and client references.
• Coordinate with Third-Party Inspectors, Chartered Accountants, and other agencies for document validation as necessary.
• Follow up diligently with clients regarding tender progress, evaluations, and award notifications.
• Prepare comparative and analytical tender reports for management review to guide decision-making.
• Support post-award contract fulfillment by arranging Performance Bank Guarantees, agreements, and mobilization paperwork.
• Maintain confidentiality and security of commercial data, bid pricing, and sensitive documentation.
• Oversee renewal and updating of Digital Signatures, portal and vendor registrations, and statutory certifications.
• Stay updated with procurement policies, GeM guidelines, and tender regulations to ensure compliance.
• Assist in developing strategic bidding approaches, pricing models, and risk assessments to enhance tender success rates.
• Build and sustain professional relationships with clients, procurement authorities, and internal stakeholders.
• Ensure that all tender submissions are precise, thorough, and punctual to meet deadlines without errors.
• Contribute actively to increasing business growth through enhanced tender participation and bid wins.

Additional Information

This role is suited for organizations engaging in sectors like Oil & Gas, Power, Infrastructure, and Safety Consultancy handling government and private tenders.