Tender Executive

Officer - Sales & Service - Tendering

Role Title

Tendering

Function

Tendering

Designation

Officer

Reportee’ s

NA

Reporting to

Director – Sales

& Marketing

Location

Ahmedabad

ROLE DESCRIPTION

& OBJECTIVES

·        

Generate revenue

from Tender process with high qualification in process

·        

Create universal

mapping of tender opportunities

·        

Vendor

registration completion timely & accurately

OVERALL

RESPONSIBILITIES

[1.] Vendor Registration

·        

Search party

for Vendor Registration

·        

Download and

fill Vendor Registration form.

·        

Prepare the

documents required to submit with the Vendor Registration Form (CST/GST

Registration, Bank Details, Catalogue etc.)

·        

Upload the Form

& Documents in case of Online Registration, or send through courier. File

the form & documents in “Pending Vendor Registration File”.

·        

Follow up for

status of registration & Updated the Status in the System

·        

If registration

has been done than update the record and move the file copy from “Pending

Vendor Registration “to “Complete Vendor Registration”.

[2.] Core Activities (Tender Submission Process)

·        

Search inquiry

from Tender Website as per available information.

·        

Prepare MIS of

all the Tender Websites & Consultants for Tendering.

·        

Registration on

Tender website or on website of Consultant doing tendering work and prepare

MIS for the same.

·        

Download

“Vendor Registration Form” and other tendering documents from Tender website

·        

Study the

tender documents, understand and note the requirement of tender i.e. PQC

requirement (Pre-Qualification Criteria).

·        

Forward

technical documents to director & Design Department for technical

preparation of Technical Offer

·        

Prepare the

documents for Tender Submission as per the tender. (PQC, Technical Part,

Terms & Conditions Acceptance, Details of Deviation in Technical

Specification, Price)

·        

Upload the

tender documents on website and submit the tender Updated in the System

·        

Reply all

queries which received through mail or uploaded online, file the documents in

Tender Files.

·        

Follow up for

Tender Status by mail or phone & Update in ERP System

·        

Keep record of

companies who participated in tender submission with price (Comparison

Statement)

·        

Enter Tender

opening date as review & get the Status

[3.]              

General Activities

(Purchase Order Receipt & further processes)

·        

After receipt

of PO, Check PO as per Tender document and our Quotation.

·        

Resolve the

query of clients if any.

·        

Prepare Work

Order without mentioning the price & forward to Design Department for

technical preparation.

·        

Get Technical

Document from Design department and take review of Director on it.

·        

Send Technical

Document to customer for review & approval.

·        

Forward this

Technical Document to Production, Planning & QC Department marked as

“Approval Pending Technical Documents”.

·        

Follow up with

customer for Approval of Technical Documents.

·        

Receive the

Approval from customer and forward to Design Department for checking.

·        

Finalize the

Technical Part with Design Department and send the Technical Part to

Production, Planning and QC Department.

·        

Follow up with

Production Department for completion of order (Take tentative deadline of

completion.)

·        

After

completion of Production, put inspection call to customer to arrange

Inspection of material produced.

·        

Forward the

inspection report and document to party for review and dispatch clearance.

·        

After dispatch

clearance, forward the copy to logistic department for dispatch materials.

[4.]              

Work Reporting,

Review & Analysis

·        

Prepare Daily

Working Report & send to seniors before leaving the office.

·        

Participate in

weekly review meeting with seniors for work done during the week.

·        

Prepare

Analysis reports Quarterly & Presentation to the Management with

suggestions and initiatives to get better results.

[5.]              

File

/Format/Register to be maintained

·        

Pending Vendor

Registration Form

·        

Complete Vendor

Registration Form

·        

Tender

Instrumentation File

COMPETENCIES

[1.] 

Technical Competencies

·        

Should be able

to understand government websites and can do vendor registration

·        

Should be able

to handle full cycle of tendering with accurate documentation

·        

should be well

versed with MS Office – Word/Excel/Powerpoint

[2.] 

Behavioral Competencies

·        

Should be prompt

in tracking business opportunity through tendering

·        

Should be able

to maintain high accuracy in online data submission for tendering

·        

Should be able

to coordinate internally & externally for documentations and approvals

within time

·        

Should be

efficient in resolving customers’ queries with satisfaction