Sales & Tender Administration Executive

PIKA Medical Pvt Ltd is looking for a Sales & Tender Administration Executive to manage tender documentation, sales coordination, and CRM operations. The candidate will be responsible to run the company's tender and quotation function from opportunity identification through submission, award and post-award compliance reporting directly to the Director & Sales Head. The individual hired will be the person the field sales team depends on to get bids out accurately and on time.

KEY RESPONSIBILITIES:

1. Quotations and order management

• Preparation of quotations across our product lines as per approved rate structure . Adequate training would be provided to understand the interface for this.
• Support the field sales team by providing quotation, Price estimates, Catalogue copies and coordinating telephonically with any enquiries from the office on a FIFO basis .
• Maintenance of the Quote Register
• PO validation against quotation, order placement with principals, and delivery coordination
• AMC and CMC renewal tracking for the installed base

2. Tender management

• End-to-end management of government, PSU, corporate hospital and institutional tenders
• Daily monitoring of GeM, Karnataka eProcurement, CPPP and private hospital portals for relevant opportunities
• Eligibility assessment, pre-bid query drafting, corrigendum tracking
• Preparation of technical compliance statements against OEM specifications
• Preparation and online submission of technical and commercial bids within deadline

3. Commercial instruments and compliance

• EMD processing, Bid Security Declarations, and tracking of refunds
• Performance Bank Guarantee issuance, renewal and release, including bank liaison
• Maintenance of OEM authorization letters (MAF) and statutory documentation
• Hospital empanelment and rate contract renewals

4. Reporting and coordination

• Weekly tender pipeline report and monthly win/loss analysis with reasons
• Coordination across sales, service, logistics, finance and OEM principals
• Contribution to PIKA's sales process documentation

REQUIREMENTS

1. Education Bachelor's degree in Commerce, Business Administration, or a related field. B.E. Biomedical or Electronics also welcome.
2. Experience of 3-6 years in tender administration or sales administration, with demonstrable end-to-end ownership of tender submissions (not support-only experience).
3. Background in medical devices, diagnostics, scientific instruments, or institutional B2B capital equipment.

ESSENTIAL SKILLS

• Hands-on submission experience on GeM and at least one state e-procurement portal Karnataka eProcurement strongly preferred
• Working knowledge of EMD, Bid Security Declarations, Performance Bank Guarantees and Additional Terms & Conditions
• Ability to read a tender technical specification and assess compliance against a product datasheet
• Advanced MS Excel (VLOOKUP, pivot tables), MS Word, and Tally
• Zoho CRM or comparable CRM experience
• English and Kannada spoken and written
• Ability to manage multiple concurrent deadlines without supervision