Job Description – Tender Executive
Job Title: Tender Executive
Department: Tender / Government Business
Industry: Disinfectants, Infection Control & Healthcare Products
Reporting To: Tender Manager
Location: [Mumbai-Nariman Point]
Experience: 2–5 years in tender management, preferably in healthcare, pharma, medical devices, disinfectants, or institutional products.
Job Purpose
To manage the complete tendering process for government, hospitals, PSUs, institutions, and private organizations, ensuring timely and accurate submission of bids, compliance with tender requirements, and effective coordination with internal and external stakeholders.
Key Responsibilities
1. Tender Identification & Analysis
- Search and identify relevant tenders on GeM, CPPP/e-Procurement portals, state government portals, hospital portals, and other platforms.
- Review tender documents, eligibility criteria, technical specifications, BOQ, EMD, tender fees, delivery requirements, and commercial terms.
- Prepare tender summaries and highlight critical requirements, risks, and deadlines.
- Coordinate with the Sales/Business Development team for bid/no-bid decisions.
2. Tender Preparation & Submission
- Prepare and compile complete tender documents within stipulated timelines.
- Ensure compliance with all technical, commercial, statutory, and documentation requirements.
- Prepare/upload:
- Technical bid
- Financial/price bid
- BOQ
- Product literature and technical data sheets
- Certificates and licenses
- Manufacturer/authorization certificates
- Experience and turnover documents
- GST, PAN, MSME and other statutory documents
- EMD/Bid Security and other required documents
- Submit online and offline tenders as applicable.
- Maintain proper records of submitted tenders and acknowledgements.
3. Product & Technical Coordination
- Coordinate with QA/QC, Regulatory, Production, Product Management and Technical teams to obtain required documents.
- Verify product specifications against tender requirements.
- Maintain updated documentation for disinfectants, antiseptics, infection-control products, cleaning chemicals, etc.
- Coordinate for certificates such as COA, MSDS, ISO, GMP, test reports, efficacy reports, stability data, regulatory approvals, and product registrations, wherever applicable.
4. Commercial Activities
- Coordinate with Sales/Finance for pricing, discounts, taxes, freight, margins, and payment terms.
- Prepare comparative statements and tender price analysis.
- Monitor tender opening/results and analyse competitor pricing wherever information is available.
- Support preparation of price bids and commercial negotiations.
5. Post-Tender Activities
- Track tender results, purchase orders, contracts, and rate contracts.
- Coordinate with Sales, Supply Chain and Finance after order receipt.
- Monitor contract validity, security deposits, performance guarantees, and renewal requirements.
- Handle tender-related clarifications, corrigenda, representations, and correspondence.
6. Tender Documentation & MIS
- Maintain a centralized database of:
- Active tenders
- Submitted tenders
- Tender results
- Product-wise tender participation
- Competitor information
- EMD/BG status
- Purchase orders and contracts
- Prepare daily/weekly/monthly tender MIS for management.
- Maintain proper digital and physical filing of tender documents.
Required Skills
- Good knowledge of government and institutional tendering procedures.
- Hands-on experience with GeM and e-procurement portals.
- Strong knowledge of MS Excel, Word and PDF/document management.
- Good understanding of BOQ, technical specifications and commercial terms.
- Excellent documentation and attention to detail.
- Strong follow-up and coordination skills.
- Ability to work under strict deadlines.
- Good written and verbal communication skills.
- Basic understanding of GST, EMD, PBG, tender security, eligibility criteria and contractual terms.
Qualifications
- Graduate in any discipline.
- 2–5 years of relevant tender experience preferred.
- Candidate from Healthcare preferred.
Key Performance Indicators (KPIs)
- Number of relevant tenders identified.
- Percentage of tenders submitted before deadline.
- Tender compliance/error rate.
- Tender-to-order conversion rate.
- Value of orders secured through tenders.
- Accuracy of technical and commercial submissions.
- Timely closure of tender queries and documentation.
- EMD/PBG and contract documentation compliance.
Ideal Candidate
The ideal candidate should be highly organized, detail-oriented and deadline-driven, with hands-on experience in government/institutional tenders and the ability to coordinate effectively with Sales, Finance, QA/QC, Regulatory, Supply Chain and Management. Experience specifically in disinfectants or healthcare/infection-control products would be a strong advantage.
Pay: ₹144,016.05 - ₹400,563.62 per year
Work Location: In person
