Tender Executive – Job Description / SOP
1. Job Title
Tender Executive
2. Reporting To
Tender Manager / Project Director / Management
3. Job Purpose
To identify, manage, and execute tender-related activities for the company, ensuring timely submission, compliance, cost control, work completion tracking, and support in billing, while maintaining accurate records for future tenders and audits.
4. Key Responsibilities / Work Scope
Tender Identification & Tracking
- Identify relevant tenders from portals such as GeM, CPPP, State DISCOMs, Railways, PSU & Private Clients.
- Maintain a Tender Register with key dates, submission status, and updates.
Tender Document Study
- Review NIT, BOQ, Technical Specifications, GCC/SCC.
- Highlight eligibility, EMD, BG, completion period, and penalty clauses.
- Prepare tender summary sheets for management approval.
Pre-Bid Activities
- Prepare and submit pre-bid clarifications.
- Attend pre-bid meetings (online/offline) and circulate Minutes of Meeting (MOM) internally.
Documentation & Compliance
- Collect statutory and credential documents (registration, work completion, financial, ISO/GST/PAN/EPF/ESIC, etc.).
- Ensure compliance with tender requirements and maintain document validity.
BOQ & Costing Coordination
- Coordinate with engineering, execution, and accounts teams for BOQ verification, rate analysis, and cost estimation.
Tender Submission
- Upload technical and financial bids correctly and within deadlines, ensuring all digital signatures and encryption requirements are met.
Post-Submission Follow-Up
- Track technical evaluation and price bid opening.
- Coordinate for clarifications, negotiations, and additional documentation.
EMD, BG & Contract Coordination
- Coordinate submission of EMD, Tender Fees, Performance BG.
- Assist in agreement signing and contract documentation.
Record Keeping & Reporting
- Maintain tender files (hard & soft copies).
- Submit weekly/monthly tender status reports.
Compliance & Risk Awareness
- Identify and report risk clauses.
- Maintain confidentiality of pricing and strategy.
Tender Work Completion & WCC Tracking
- Track awarded tenders, work completion, and WCC received/pending status.
- Update work completion milestones and share with accounts for billing.
Support in Tender Billing Document Preparation
- Assist in preparation and verification of RA bills, final bills, measurement books, WCC, and supporting documentation.
- Coordinate with accounts for timely submission and follow-up of bills.
Tender Value Control & Price Limit Tracking
- Monitor executed and billed work vs sanctioned tender value.
- Flag potential value overruns to management before execution.
- Ensure approvals for extra items, variations, or rate deviations.
Weekly Review Meeting & Tender Database Management
- Maintain an updated tender database.
- Present weekly MIS reports covering submission, award, work completion, billing, and payment status.
- Record decisions, responsibilities, and action points in the tender database.
Pay: ₹25,000.00 - ₹40,000.00 per month
Benefits:
- Commuter assistance
- Internet reimbursement
- Paid sick time
- Provident Fund
Work Location: In person
