Tender Executive

Job Description – Tender Executive

Designation: Tender Executive

Job Summary

The Tender Executive is responsible for identifying, preparing, submitting, and managing tenders across various government and private procurement portals. The role involves coordinating with internal departments, ensuring compliance with tender requirements, preparing technical and commercial bids, and maintaining effective communication with clients to achieve successful bid submissions.

Roles & Responsibilities

1. Monitor and identify tender opportunities from various portals such as GeM, CPP Portal, e-Procurement portals, e-Tendering portals, and other government/private procurement websites.
2. Prepare and submit bids on different procurement portals (GeM, e-Procurement, NIC, MSTC, etc.) within the specified deadlines.
3. Attend pre-bid meetings, pre-bid conferences, and site visits to understand client requirements and clarify tender conditions.
4. Maintain a comprehensive Tender Tracker, including bid status, submission deadlines, amendments, results, and contract award details.
5. Review tender documents thoroughly to ensure compliance with eligibility criteria, technical specifications, commercial terms, and statutory requirements.
6. Prepare, compile, and verify all technical bid documents, including company credentials, work experience, certificates, declarations, and compliance statements.
7. Prepare and coordinate financial bid documents, BOQ, costing sheets, price schedules, and commercial submissions with the finance team.
8. Coordinate with internal departments such as HR, Finance, Operations, Legal, Procurement, and Technical teams for collecting necessary documents and approvals.
9. Prepare tender queries, seek clarifications from clients, and respond to client queries during the bidding process.
10. Track corrigendums, amendments, addendums, and extensions issued by clients and ensure timely incorporation into bid submissions.
11. Arrange and coordinate Bid Security, Earnest Money Deposit (EMD), Bank Guarantees (BG), Performance Security, and other bid-related requirements.
12. Ensure all submitted documents comply with client requirements, tender conditions, and statutory regulations.
13. Maintain a repository of company documents such as ISO certificates, GST, PAN, MSME, PF, ESIC, financial statements, work orders, completion certificates, and client references.
14. Coordinate with Third-Party Inspection (TPI), Chartered Accountants, and other agencies for document verification and certifications whenever required.
15. Follow up with clients regarding tender status, technical evaluations, commercial evaluations, and award notifications.
16. Prepare comparative statements and tender analysis reports for management review before bid submission.
17. Support contract execution by coordinating the submission of Performance Bank Guarantees (PBG), agreement signing, and mobilization documents after award.
18. Maintain confidentiality of commercial information, bid pricing, and company-sensitive documents.
19. Ensure timely renewal and updating of digital signatures (DSC), portal registrations, vendor registrations, and statutory documents.
20. Continuously monitor changes in procurement policies, GeM guidelines, and tender regulations to ensure compliance.
21. Assist management in developing bid strategies, pricing approaches, and risk assessments to improve bid success rates.
22. Maintain strong professional relationships with clients, procurement authorities, and internal stakeholders.
23. Ensure all tender submissions are accurate, complete, and submitted before the deadline without any discrepancies.
24. Support the organization in achieving business growth by maximizing tender participation and improving the overall bid win ratio.

These responsibilities comprehensively cover the role of a Tender Executive in organizations handling government and private sector tenders, including sectors such as Oil & Gas, Power, Infrastructure, and Safety Consultancy.