Job Responsibilities – Pharma Tender Filing Executive/Manager
- Tender Identification & Tracking
- Search and identify pharmaceutical tenders across Central Government, State Government, PSUs, Government Hospitals, Medical Colleges, and other healthcare institutions.
- Monitor tender portals regularly for new opportunities across India.
- Maintain a centralized database of all active, upcoming, submitted, awarded, and rejected tenders.
- Tender Document Analysis
- Review tender notices, eligibility criteria, technical specifications, commercial terms, EMD, security deposit, payment terms, and delivery requirements.
- Check product-wise requirements, quantities, specifications, packaging, shelf-life, and regulatory conditions.
- Identify important deadlines and ensure timely submission.
- Tender Documentation
- Prepare and compile complete tender documents as per the tender requirements.
- Coordinate for documents such as:
- GST Certificate
- PAN
- Manufacturing/Wholesale Drug License
- GMP/WHO-GMP certificates
- Product registrations
- Manufacturing agreements
- Authorization letters
- Product certificates
- COA and technical documents
- Company profile
- Financial documents
- Previous supply orders/work orders
- Experience certificates
- Affidavits and undertakings
- Technical Bid Preparation
- Prepare technical bid documents and ensure that every required document is uploaded correctly.
- Cross-check product specifications against the tender requirements.
- Coordinate with Regulatory, QA/QC, Production, and Technical teams for required documents and product information.
- Commercial Bid Preparation
- Prepare price/commercial bids in coordination with the management and sales team.
- Collect current costing, market information, applicable taxes, freight, and other commercial components.
- Ensure correct rates, quantities, units, discounts, and applicable taxes are entered in the tender.
- Online Tender Filing
- Submit tenders through various government/e-procurement portals.
- Upload technical and financial documents in the prescribed format and size.
- Ensure DSC/e-signature requirements are properly completed.
- Verify the complete submission before the closing date and time.
- EMD & Tender Fee Management
- Coordinate payment/submission of EMD, tender fees, bid security, and other applicable charges.
- Maintain records of EMDs submitted, refunded, forfeited, or converted into security deposits.
- Tender Clarifications & Queries
- Monitor tender corrigenda, amendments, clarifications, and revised submission dates.
- Prepare responses to technical/commercial queries in coordination with concerned departments.
- Ensure amendments are incorporated before final submission.
- Post-Tender Follow-up
- Track technical evaluation, commercial opening, L1/L2 status, negotiations, and final results.
- Follow up with concerned government departments regarding tender status.
- Maintain records of awarded and non-awarded tenders.
- Purchase Order & Contract Coordination
- Coordinate with the concerned department after tender award.
- Review Purchase Orders, Rate Contracts, Supply Orders, and agreements.
- Coordinate internally to ensure timely execution of awarded orders.
- Supply Coordination
- Coordinate with Production, Warehouse, QA, Logistics, and Accounts for timely supply against government orders.
- Monitor dispatch schedules and required documentation.
- Track pending supplies and outstanding orders.
- Tender Compliance
- Ensure compliance with all tender-specific conditions.
- Maintain proper records of licenses, certificates, product registrations, undertakings, and other documents.
- Ensure submitted documents are valid and updated.
- All-India Tender Portal Management
- Regularly monitor major Central and State Government procurement portals.
- Maintain state-wise and department-wise tender information.
- Develop a database of recurring tenders and their submission timelines.
- Tender MIS & Reporting
- Prepare weekly/monthly reports covering:
- Tenders identified
- Tenders participated in
- Tenders submitted
- Tenders technically qualified
- L1/L2 status
- Orders received
- Pending tenders
- EMD status
- Tender success ratio
- Provide regular updates to senior management.
- Tender Opportunity Analysis
- Analyze previous tender prices, competitors, quantities, and award history.
- Identify profitable tender opportunities.
- Maintain historical tender pricing data for future participation.
- Coordination with Internal Teams
- Work closely with Business Development, Sales, Regulatory Affairs, QA/QC, Finance, Legal, Production, and Logistics teams.
- Ensure all required information and documents are received before tender deadlines.
- Competitor & Market Analysis
- Track competitor participation, awarded prices, product availability, and market trends.
- Maintain a state-wise competitor and tender database.
- Tender Calendar Management
- Prepare a state-wise and department-wise tender calendar.
- Set reminders for tender opening, closing, EMD, document validity, rate-contract expiry, and renewal dates.
- Audit & Record Maintenance
- Maintain complete soft-copy and hard-copy records of submitted tenders.
- Ensure documents are readily available for internal, financial, regulatory, or government audits.
- Overall Responsibility
- Take complete ownership of the tender process from tender identification → document preparation → bid submission → tender opening → evaluation → award → purchase order → supply coordination across India.
Key Skills Required
- Good knowledge of pharmaceutical government tenders
- Experience with GeM and state e-procurement portals
- Knowledge of pharma licenses and regulatory documents
- Strong MS Excel/Word skills
- Good documentation and follow-up skills
- Understanding of EMD, SD, BG, tender fees, and commercial terms
- Ability to work under strict deadlines
- Good coordination and communication skills
- Knowledge of government hospital/institution procurement
- Strong attention to detail
Pay: ₹10,000.00 - ₹18,000.00 per month
Benefits:
Work Location: In person
