Tender Executive

Job Description – Tender Executive

Position: Tender Executive

Department: Tender / Sales & Marketing

Location: Vidyavihar, Mumbai

Industry: Pumps / Engineering / Industrial Projects

Key Responsibilities

• Search and identify relevant tenders through E-Procurement Portals, GeM Portal, Tender News and Government E-Portals.
• Review tender documents and understand the technical, commercial and eligibility requirements.
• Coordinate with the Technical Team to understand product specifications and tender requirements.
• Prepare GO / NO-GO sheets and obtain management approval for shortlisted tenders.
• Prepare and share the list of approved tenders with the concerned team for further preparation.
• Prepare pre-bid letters/queries, submit them to customers and coordinate/attend pre-bid meetings.
• Support the tender team in collecting and preparing all required technical and commercial documents.
• Coordinate with concerned departments for product-related technical documents and experience certificates.
• Request, track and maintain updated Experience Certificates as per specific tender requirements.
• Track and maintain records of Work Orders, Experience Certificates, Indents, Proposals and other project-related documents.
• Prepare Indents for new Work Orders and coordinate with the concerned departments.
• Prepare requisitions for Tender Fee, EMD and Bank Guarantee.
• Prepare and maintain the Tender Index, Forms, Annexures and other tender documentation.
• Coordinate with the Accounts Department for bank certificates, CA certificates, financial documents, turnover certificates, bank solvency certificates, etc.
• Check portal requirements and submission checklists to ensure all documents are complete before submission.
• Ensure timely and accurate tender preparation and submission within the specified deadlines.
• Understand and follow the tender portal submission procedures and guidelines/manuals.
• Understand Tender Fee/EMD payment procedures and coordinate with customers/internal teams for any related queries.
• Prepare documentation for EMD refunds, BG submission letters and other tender-related correspondence.
• Maintain and regularly update Tender Cum EMD Statement and Bank Guarantee Statement.
• Maintain updated records of submitted, not submitted and ongoing tenders.
• Track tender closing dates and expiry dates on E-Procurement, GeM, Government portals and Tender News.
• Monitor the validity and renewal of company credentials, including ISO certificates, CA turnover certificates, Bank Solvency certificates and other required documents.
• Follow up with the concerned departments regarding manufacturing status and project progress.
• Coordinate with customers regarding supply of goods and project-related requirements.
• Maintain Project Tracking MIS and ensure pending tasks are communicated to the concerned persons.
• Regularly update Indent Cum Order-in-Hand Statement and other tender/project-related MIS reports.
• Ensure proper documentation, timely follow-up and compliance with all tender requirements.

Required Skills

• Good knowledge of Government Tenders, GeM and E-Procurement Portals.
• Experience in Tender Preparation, Documentation and Submission.
• Knowledge of EMD, Tender Fee, Bank Guarantee and tender-related documentation.
• Good coordination and follow-up skills.
• Strong documentation and MIS reporting skills.
• Good knowledge of MS Excel, MS Word and Email Communication.
• Ability to understand tender requirements and coordinate with Technical, Accounts, Sales and Project Teams.
• Good written and verbal communication skills.

Qualification & Experience

• Qualification: BE Mechanical or Automobile compulsory
• Experience: 3–5 years of relevant experience in Tendering, E-Procurement, GeM or Government Tender processes.
• Experience in Engineering, Pumps, EPC, Infrastructure, Industrial or Government Projects will be an added advantage.