Purpose of the Job The Tender & Contracts Documentation Executive is responsible for managing the end-to-end process of tender documentation and contract administration. This role ensures compliance with legal and regulatory requirements, maintains accurate records, and facilitates smooth communication between stakeholders to support business objectives.

Key Roles & Responsibilities

1. Tendering:

- Prepare, review, and organize tender documents, ensuring accuracy and compliance with company policies and regulatory requirements.
- Study the tenders from the pre-qualification stage through to the final bid submission, award of contract and engagement close out
- Acts as a liaison between the SBUs, Finance and Tendering cum Legal to ensure that all queries are dealt with in a timely manner.
- Coordinate with internal teams, vendors, and external stakeholders to gather required documentation for tender submissions.
- Maintain a repository of contracts, agreements, and tender documents for easy reference and audit purposes.
- Conduct an indepth analysis of all bids received in response to each Tender, Proposal and Quotation to identify the response that best meets the needs of the user department and is consistent with the terms and conditions as applicable.
- Monitor deadlines for tender submissions and ensure timely responses.
- Handling Tender Queries:

a. Maintaining success metrics to track which projects (tenders) are working b. Understanding the Technical/ Commercial aspects - Discussing with respective SBUs / departments c.



Tender execution Interaction of Team coordinators with SBUs & clients and updating the developments to immediate authorities
- Managing Earnest Money Deposit (EMD) recovery, payment processing, and tracking.

2. Documentation:

- Facilitating for the timely submission of the tenders & keeping track of the tenders
- Streamlining the process and maintaining all the related data & updation of the same on regular basis
- Working on the concept & planning its execution along with required resources (Eg. CA/CE Certificate/related Banks certificates, Agreement/MOU, EMD, Bank Guarantee, etc.)
- Handling documentation which includes meaningful phone calls, timely emails to share our relevant content (mailing tender formats/agreement formats etc.)
- Analysing the reasons for losing a tender due to competitive workplace such as threat of a price war, location, raw material cost, etc.
- Studying the tenders/listing out them and not missing out any tenders.

3. MIS

- Keeping track of the success and failures of the tenders.
- Identify our competitors and analyzing market position against our strengths & weaknesses.
- Prepare daily/weekly and monthly reports and provide necessary inputs/data for the preparation of inter departmental MIS reports.

4. Ensure adherence to the Quality Standards of the Company. 5.



Handling any additional responsibilities as and when assigned by the Reporting Authority

Functional & Behavioural Skills

1. Strong time-management and organizational skills
2. Ability to coordinate several tasks at the same time
3. Strong understanding of legal and regulatory requirements related to contracts and procurement.
4. Proven ability to analyse information quickly and to problem solve and think strategically, position and formulate appropriate recommendations.
5. Proficiency in MS Office and document management systems.
6. Proven ability to effectively manage and coordinate the output of a highly diverse team of professionals.
7. Excellent attention to detail and ability to work under tight deadlines.
8. Ability to establish and maintain effective working relationships with colleagues.
9. Ability to proactively acquire necessary technical knowledge, skills and judgment to perform job more effectively.
10. Ability to work as part of a group of people, working toward solutions which generally benefit all parties involved.
11. Ability to multitask and manage priorities efficiently.
12. Ability to prepare comprehensive reports and policy briefs.
13. Ability to observe and maintain confidentiality in the performance of duties.

KPIs

- Identification of Opportunities list of untapped information & prospects (segment specific)
- Maintaining up-to-date record of tender funnel
- Error Free & timely submission of tenders
- Key initiatives (EMD recovery, Agreement execution and letters)

📌 Business Support Executive (Udupi)
🏢 Manipal Technologies
📍 Udupi