Tender Executive
Job Purpose
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).