Tender Executive

Job Description – Tender Executive

Job Title: Tender Executive

Job Category: Tender Management / Bid Management

Job Summary

The Tender Executive is responsible for managing the complete tendering and bidding process, from identifying suitable tender opportunities to preparing and submitting accurate and timely tender documents. The role involves coordinating with internal departments, clients, vendors, and government/private organizations to ensure successful and compliant tender submissions.

Key Responsibilities

• Search, identify, and monitor relevant government(GEM) and private tenders through various tender portals and sources.
• Review tender documents, eligibility criteria, technical specifications, commercial terms, and submission requirements.
• Prepare and coordinate technical and commercial tender documents.
• Ensure all required documents, certificates, registrations, authorizations, and declarations are complete and valid.
• Coordinate with Sales, Technical, Finance, Procurement, Legal, and Operations teams for tender preparation.
• Prepare BOQ, quotations, price schedules, and other commercial documents as required.
• Maintain a proper database of ongoing, submitted, awarded, and rejected tenders.
• Ensure tenders are submitted accurately and within the specified deadline.
• Handle online tender submissions, including e-tendering portals and digital documentation.
• Coordinate for EMD, tender fees, security deposits, performance guarantees, and other financial requirements.
• Track tender status and communicate updates to management.
• Respond to tender-related queries, clarifications, corrigenda, and amendments.
• Maintain proper records of tender documents and correspondence.
• Monitor tender results and assist in preparing reports and analysis.
• Coordinate with clients or concerned authorities whenever clarification or additional documentation is required.
• Ensure compliance with all tender conditions and company policies.
• Support the Business Development team in identifying new business opportunities through tenders.

Required Skills & Qualifications

• Bachelor's degree in Business Administration, Commerce, Engineering, or a related field.
• 1–3 years of experience in tendering, bidding, business development, procurement, or commercial operations preferred.
• Good knowledge of MS Office, especially Excel and Word.
• Familiarity with e-tendering portals and online bid submission.
• Strong documentation and coordination skills.
• Good written and verbal communication skills.
• Ability to read and understand tender documents and contractual terms.
• Strong attention to detail and ability to work under strict deadlines.
• Good negotiation, follow-up, and organizational skills.

Key Performance Indicators (KPIs)

• Number of tenders identified and submitted.
• Timely and error-free tender submissions.
• Tender qualification and success rate.
• Accuracy of technical and commercial documentation.
• Proper maintenance of tender records.
• Timely follow-up on tender results and clarifications.
• Compliance with tender requirements and deadlines.