Tender Executive Head

Job Description – Tender Executive HeadDepartment: Tenders and Business Development Reports to: Managing Director / Director Location: Head office (with site visits and pre-bid meetings as required) Employment type: Full time Team: Tender Executives, Documentation Assistant, Costing Analyst

1. Position SummaryThe Tender Executive Head owns the group's entire tender cycle, from finding opportunities to submitting a compliant, competitively priced bid and following it through to award. The group works across facility management, event management and catering, construction and real estate, and bids mainly for government and public-sector clients such as development authorities, tourism and hospitality corporations, and municipal bodies. The role decides which tenders are worth bidding for, protects the group from risky contract terms, and raises the win rate while keeping bid cost and rejection risk low.

2. Key Responsibilities2.1 Tender sourcing and bid / no-bid decision• Track tenders daily on GeM, CPPP, UP e-Tender and other state portals, authority websites, newspapers and bid-alert services.

• Maintain a tender register covering source, client, value, EMD, due dates, status and outcome.

• Screen each opportunity against eligibility (turnover, experience, liquid assets, JV rules, certifications) and give the management a clear bid / no-bid recommendation with reasons.

• Choose the right bidding entity for each tender from the group's registered companies, based on eligibility and past work.

2.2 RFP study and risk review• Read the full RFP and draft contract, and prepare a short summary: scope, eligibility, evaluation method, payment terms, penalties, performance guarantee, escalation, termination and dispute clauses.

• Identify ambiguous, inconsistent or one-sided clauses (for example rate units, area or quantity mismatches, missing escalation, unclear utility or fuel responsibility, unrealistic mobilisation time).

• Prepare and submit pre-bid queries within the deadline, attend pre-bid meetings, and record the clarifications and corrigenda issued.

2.3 Costing and pricing• Build the cost model with the operations team: manpower at applicable minimum wages with PF, ESI, bonus, gratuity and leave provisions; consumables; machinery; AMC; utilities; insurance; finance cost for EMD, bank guarantees and working capital; overheads and margin.

• Prepare the price break-up and check the break-even rate against any rate cap or reserve price.

• Test the price against different assumptions, including wage revisions over the contract period, and give management the minimum viable price and a recommended price.

• Where the evaluation is L1 or H1, assess the likely competitor range using past tender results.

2.4 Bid preparation and submission• Prepare technical and financial bids in the prescribed formats, with every annexure, affidavit, undertaking, power of attorney and declaration correctly filled, signed and stamped.

• Maintain a current document library: incorporation documents, PAN, GST, EPF/ESI registration, labour licences, MSME and Startup certificates, ISO and other certifications, audited financials, CA turnover and net-worth certificates, work orders and completion certificates, and client references.

• Arrange EMD, tender fee, bank guarantees and demand drafts with the accounts team and bank, and track their return or release.

• Hold a final compliance checklist review before every upload, and submit well before the deadline, never in the last hours.

2.5 Post-bid and award• Track technical and financial opening, clarifications sought, and negotiations; attend presentations and negotiation meetings.

• Handle representations, appeals or court matters on bid rejection, with legal advisers where needed.

• After award, hand over a contract summary to operations covering scope, SLAs, penalties, payment cycle, reporting and renewal dates, and support mobilisation, performance guarantee and agreement signing.

• Keep a record of lost bids with the winning price and reasons, and use it to improve the next bid.

2.6 Team leadership and reporting• Lead, train and assign work to tender executives and support staff; set internal deadlines for every bid.

• Give management a weekly pipeline report and a monthly MIS: tenders tracked, bids submitted, won, lost, rejected, EMD blocked and win rate by business vertical.

• Coordinate with accounts, legal, operations, HR and project heads so that each bid is supported by real, deliverable numbers.

• Maintain confidentiality of pricing and bid strategy at all times.

3. Qualifications and Experience• Graduate in any discipline; MBA, B.Tech, B.Com or law degree preferred.

• 8 to 12 years of experience in government tendering, with at least 3 years leading a tender team.

• Proven experience with government RFPs in facility management, services, construction or hospitality, including eligibility analysis, financial bid and L1 / H1 evaluation.

• Working knowledge of GFR 2017, CVC guidelines, GeM terms, the Indian Contract Act, GST, and labour law compliance (minimum wages, EPF, ESI, Contract Labour Act).

4. Skills and Competencies• Fast, accurate reading of long RFPs and contracts; strong attention to detail.

• Costing and pricing ability, with strong Excel skills (formulas, pivot tables, scenario analysis).

• Good written English and Hindi for queries, covering letters and clarifications.

• Comfortable with e-procurement portals, digital signature certificates, PDF handling and online payments.

• Strong time management; able to run several bids in parallel under tight deadlines.

• Negotiation skills, integrity and discretion.

• Leadership: delegates well, trains juniors and takes ownership of outcomes.

5. Key Performance Indicators• Number of qualified tenders identified and bid per quarter.

• Bid win rate, overall and by business vertical.

• Zero rejections for documentation or compliance errors.

• Pre-bid queries submitted on time for every relevant tender.

• Average winning margin against the cost model.

• Timely recovery of EMD and bank guarantees.

• Quality and timeliness of weekly and monthly reports.

6. Working Relationships• Internal: Management, Accounts and Finance, Operations and Project heads, HR, Legal / Company Secretary.

• External: Government departments and authorities, banks, chartered accountants, legal advisers, labour consultants, tender portal support, vendors and OEMs.

7. CompensationAs per experience and industry standards; to be discussed at interview. Performance incentive linked to tenders won and bid margin may be offered.

8. Tools and SystemsMS Excel, MS Word, PDF tools, Gmail, WhatsApp and the e-procurement portals above; accounting data obtained through the accounts team.

3) Salary- No Bar

Contact Details- C-7, Near by Kaushambi Metro, Koshambi, Ghaziabad 201010(UP)

                              Mobile No-7428577319