The Bid Coordinator will be responsible for managing the end-to-end tender and bid submission process, ensuring timely, accurate, and compliant submissions for RFPs, RFQs, and government/private tenders. The role requires coordination with sales, technical, finance, OEMs, and management teams to maximize bid success rates.
- Monitor tender portals such as GeM, CPPP, and other e-procurement platforms.
- Identify relevant business opportunities and maintain a tender pipeline.
- Review tender eligibility criteria, scope, and submission requirements.
- Support bid/no-bid decision-making.
- Coordinate with Sales, Presales, Technical, Finance, and OEM teams for bid preparation.
- Create and manage bid schedules to ensure timely submissions.
- Track bid milestones, deadlines, and compliance requirements.
- Prepare and compile technical and commercial bid documents.
- Ensure all annexures, declarations, certifications, and supporting documents are complete.
- Verify compliance with tender terms and conditions.
- Maintain an organized repository of company documents and credentials.
- Coordinate pricing requests with OEMs and distributors.
- Assist in preparing commercial proposals and cost sheets.
- Ensure all pricing approvals are obtained before submission.
- Manage online bid submissions on tender portals.
- Coordinate physical submission of bids where required.
- Ensure bids are submitted before deadlines and maintain submission records.
- Participate in pre-bid meetings and prepare clarification requests.
- Track corrigendums and amendments issued by customers.
- Support evaluation processes and customer follow-ups after submission.
- Maintain bid trackers and tender databases.
- Prepare weekly and monthly reports on tender activities.
- Track bid success rates, pending submissions, and awarded contracts.
