Job Description – Tender Executive / Tender Manager
Job Overview
The Tender Executive / Tender Manager is responsible for managing the complete tendering and bidding process, from identifying relevant tender opportunities and analyzing tender requirements to preparing, coordinating, and submitting accurate and compliant bids within specified deadlines.
The role requires strong attention to detail, excellent organizational and communication skills, commercial awareness, and the ability to coordinate effectively with internal departments, clients, vendors, consultants, and other stakeholders. The Tender professional plays a critical role in ensuring that all tender submissions are complete, competitive, technically compliant, commercially viable, and submitted within the prescribed timelines.
The ideal candidate should be capable of managing multiple tenders simultaneously, maintaining proper documentation, coordinating with technical and commercial teams, and ensuring compliance with client requirements, procurement procedures, contractual terms, and applicable industry regulations.
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Key Responsibilities & Duties
1. Tender Identification & Opportunity Management
* Identify and monitor relevant tender opportunities through government portals, e-tendering platforms, client portals, newspapers, websites, and other sources.
* Review tender notifications, RFPs, RFQs, EOIs, and other bidding opportunities.
* Evaluate tender opportunities based on eligibility, scope of work, commercial viability, timelines, and organizational capabilities.
* Maintain a tender opportunity tracker and submission calendar.
* Ensure timely renewal and management of registrations with relevant government departments, agencies, and tender portals.
2. Tender Document Review & Requirement Analysis
* Download, review, and thoroughly analyze tender documents, including RFPs, RFQs, BOQs, specifications, terms and conditions, and scope of work.
* Identify eligibility criteria, technical requirements, financial requirements, submission guidelines, and key deadlines.
* Prepare tender checklists and ensure compliance with all mandatory requirements.
* Identify potential risks, deviations, ambiguities, and critical contractual conditions.
* Coordinate with management and relevant departments for Bid/No-Bid decisions.
* Prepare and submit pre-bid queries and clarification requests within the specified timelines.
3. Tender Preparation & Submission
* Prepare and compile complete tender proposals in accordance with client specifications and tender requirements.
* Coordinate the preparation of technical, commercial, financial, and administrative documents.
* Ensure that all required forms, declarations, certificates, affidavits, undertakings, and supporting documents are complete and accurate.
* Prepare and arrange EMD/Bid Security, Tender Fees, Performance Bank Guarantees, and other financial instruments, wherever applicable.
* Coordinate digital signatures, document authentication, notarization, and other formalities as required.
* Upload and submit tender documents through relevant e-tendering portals within the prescribed deadlines.
* Ensure that the final submission is complete, accurate, properly formatted, and compliant with all tender instructions.
4. Internal Coordination
* Coordinate with technical, engineering, project, finance, accounts, legal, purchase, sales, and commercial teams to gather required information and documents.
* Facilitate effective communication between technical and commercial teams throughout the tendering process.
* Coordinate with management for approvals related to pricing, commercial terms, deviations, and final bid submission.
* Follow up with internal stakeholders to ensure timely receipt of all required documents and inputs.
5. Pricing & Commercial Activities
* Coordinate with the commercial and finance teams to prepare competitive pricing and financial proposals.
* Assist in preparing cost estimates, pricing models, BOQs, rate analysis, and financial calculations.
* Conduct market research and analyze competitor pricing, market trends, and industry conditions.
* Review commercial terms, payment terms, taxes, penalties, liquidated damages, and other financial implications.
* Ensure pricing is accurate, commercially viable, and aligned with management-approved strategies.
* Support negotiations and commercial discussions, where required.
6. Market & Competitor Analysis
* Conduct market research to understand industry trends, competitor offerings, pricing, and market positioning.
* Maintain records of competitor information and previous tender outcomes, wherever available.
* Analyze successful and unsuccessful bids to identify areas for improvement.
* Develop and maintain a database of past tender submissions, pricing, clients, competitors, and tender results.
7. Pre-Tender Activities
* Participate in pre-bid and pre-tender meetings.
* Coordinate and participate in site visits, technical discussions, and clarification meetings, wherever required.
* Record and circulate key information and action points from pre-bid meetings.
* Ensure that all relevant clarifications and amendments issued by the client are incorporated into the final bid.
8. Quality Check & Compliance
* Review and proofread tender submissions to ensure accuracy, clarity, consistency, and professionalism.
* Conduct a final compliance check against all tender requirements before submission.
* Ensure adherence to applicable procurement procedures, contractual requirements, industry standards, and regulatory guidelines.
* Verify that no mandatory documents, signatures, stamps, declarations, or attachments are missing.
* Ensure that all tender documents are submitted in the required format and within the specified deadline.
9. Post-Tender Activities
* Track the status of submitted tenders and maintain an updated tender status report.
* Follow up with clients or concerned authorities regarding tender evaluation, clarifications, and results, wherever appropriate.
* Respond to post-submission queries and provide additional information or documents as requested.
* Coordinate with relevant teams for negotiations, presentations, technical discussions, or commercial meetings.
* Maintain records of awarded, rejected, cancelled, and withdrawn tenders.
* Support the handover process to the project, operations, or execution team after successful award of the contract.
* Track contract award letters, work orders, purchase orders, and agreements.
10. Documentation & Record Management
* Maintain a systematic database of all tender documents, submissions, correspondence, approvals, and outcomes.
* Maintain records of tender fees, EMDs, bank guarantees, and other financial securities.
* Ensure proper filing and archiving of tender-related documents for future reference and audits.
* Maintain confidentiality of sensitive commercial, financial, technical, and company information.
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Qualifications & Educational Requirements
* Bachelor’s degree in Business Administration, Engineering, Commerce, or a related field.
* A postgraduate qualification in Business Management, Finance, Marketing, or a related discipline may be an added advantage.
* Relevant certification in Tender Management, Bid Management, Contract Management, or Procurement will be an advantage.
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Required Experience
* Proven experience in Tender Management, Bid Management, Proposal Management, or Procurement.
* Experience in preparing and submitting government, private-sector, or corporate tenders.
* Experience working with e-tendering platforms and procurement portals.
* Experience in preparing technical and commercial bid documentation.
* Knowledge of EMD, tender fees, bank guarantees, and other tender-related financial requirements.
* Experience in coordinating with cross-functional teams and multiple stakeholders.
* Experience in handling multiple tenders and meeting strict submission deadlines.
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Key Skills & Competencies
* Strong knowledge of tendering and bidding procedures.
* Excellent analytical and problem-solving skills.
* Strong attention to detail and accuracy.
* Excellent written and verbal communication skills.
* Strong proposal and business writing skills.
* Good commercial and financial understanding.
* Strong negotiation and coordination skills.
* Excellent organizational and time-management abilities.
* Ability to manage multiple tasks and deadlines simultaneously.
* Ability to work independently as well as collaboratively within a team.
* Strong follow-up and stakeholder management skills.
* Ability to work effectively under pressure and meet tight deadlines.
* High level of integrity, confidentiality, and professionalism.
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Technical Skills
* Proficiency in Microsoft Office Suite, particularly:
* MS Excel
* MS Word
* MS PowerPoint
* Familiarity with e-tendering and procurement portals.
* Knowledge of tender management, CRM, ERP, or document management systems.
* Ability to prepare and manage spreadsheets, pricing sheets, BOQs, and tender trackers.
* Familiarity with digital signatures and online bid submission processes.
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Knowledge Requirements
* Understanding of tendering and procurement processes.
* Basic understanding of contract law and contractual terms.
* Knowledge of government and private procurement procedures.
* Understanding of industry standards and applicable regulations.
* Knowledge of commercial terms, taxation, payment terms, and financial conditions.
* Understanding of bid evaluation and tender award processes.
* Knowledge of contract execution and post-award documentation.
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Key Performance Indicators (KPIs)
* Number of tenders successfully submitted within deadlines.
* Tender submission accuracy and compliance rate.
* Tender win/conversion rate.
* Timely identification and evaluation of tender opportunities.
* Accuracy of commercial and pricing documentation.
* Compliance with tender requirements.
* Timeliness of EMD, tender fee, and bank guarantee arrangements.
* Quality and completeness of tender documentation.
* Effectiveness of coordination with internal and external stakeholders.
* Maintenance of accurate tender records and databases.
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Preferred Candidate Profile
The ideal candidate will be a detail-oriented, organized, commercially aware, and proactive professional with strong tendering and bid management experience. The candidate should be capable of handling the complete tender lifecycle, coordinating with multiple departments, managing strict deadlines, and ensuring high-quality and compliant submissions that contribute to the organization’s business growth and successful project acquisition.
Pay: ₹30,000.00 - ₹40,000.00 per month
Benefits:
- Cell phone reimbursement
- Provident Fund
Work Location: In person
