Urgent job opportunity for Tender Manager @ Ghatkopar Location.

Experience - 8+ yrs

Tender Manager

Roles & Responsibilities

1. Tender Identification, Product Knowledge & Market Monitoring

- Strong understanding of the company's complete product and service portfolio, technical capabilities, certifications, solutions, and business strengths.
- Be capable of confidently presenting and explaining the companys products, services, and value proposition to clients whenever required.
- Identify suitable tender opportunities aligned with the company’s strengths, products, services, and business goals.
- Monitor tender opportunities through:
- Tender portals
- Government procurement websites
- Paid subscriptions
- Newspapers and industry publications
- Internal/external stakeholders
- Liaison networks and business references

- Stay updated with industry trends, procurement regulations, competitor activities, and market movements.
- Manage day-to-day tender portal access, subscriptions, registrations, and renewals.
- Maintain awareness of tender portal procedures, abbreviations, SOPs, and e-procurement systems.
- Timely circulate tenders/corrigendum to relevant sales teams based on product region, or expertise.

2. Bid Evaluation & Opportunity Assessment

- Read and interpret RFP, RFQ, BID document, EOI, and tender documents.
- Conduct bid/no-bid assessments based on:
- Eligibility
- Technical capability
- Commercial viability
- Competition
- Current commitments & prospect project timelines
- Strategic value

- Examine tender documentation including:

- Technical specifications
- Operational provisions
- Commercial requirements
- Contract conditions

3. Tender Planning & Internal Coordination

- Build and manage the complete bid schedule with strict obedience to deadlines.
- Coordinate with:
- Technical teams
- Sales teams
- Finance/accounts
- Legal/contracts
- Operations
- Procurement
- Management
- Designers/visualizers

- Liaise with suppliers, OEMs, subcontractors, and partners to obtain required inputs and quotations.
- Define deliverables, responsibilities, timelines, and submission strategies.
- Conduct daily review discussions with reporting manager/Management regarding:

- Opportunities
- Challenges
- Resolution planning

4. Proposal Development & Documentation

- Prepare technical and commercial proposals as per client requirements and company guidelines.
- Draft:
- Executive summaries
- Technical / Financial Bid
- Samples preparations
- Compliance statements & past Work experiences
- Methodologies, declaration/undertakings
- Commercial offers
- Correspondence and clarification responses

- Write clear, concise, persuasive,



and evaluator-focused proposals highlighting the company’s expertise and capability.
- Draft agreement terms, contractual correspondence, and proposals protecting the company’s commercial interests and Value.
- Maintain reusable proposal libraries, templates, and past response databases.

5. Costing, Compliance & Submission Management

- Prepare pricing sheets, cost estimates, BOQs, and commercial spreadsheets of prospect project of previous years for a cost analysis
- Ensure complete compliance with:
- Tender specifications
- Eligibility criteria
- Submission formats
- Documentation requirements
- Portal procedures
- Chronologically indexing and following checklist

- Conduct thorough compliance checks to avoid disqualification due to:

- Missing documents
- Incorrect formats
- Word/page limit violations
- Submission /Portal/device errors
- BOQ

- Plan and execute timely submission of tenders through:

- E-tender portals
- Courier
- Offline/manual submission
- Hand delivery

- Track submission portals, corrigendum, deadlines, and clarification windows.
- Ensure proper review and management approvals before final submission.
- Track and maintain a dashboard if the bid/samples/responses are sent offline.

6. Client Communication & Negotiation

- Coordinate and attend meetings with clients throughout the bid cycle.
- Manage customer relationships during clarification and evaluation stages.
- Respond to technical/commercial clarifications professionally and within timelines.
- Negotiate favorable commercial terms, pricing, participation conditions, and contractual clauses in the company’s interest.
- Build long-term professional relationships with clients, procurement authorities, and laisoners /middlemen.

7. Reporting, Documentation & Record Management

- Produce reports and maintain complete tender records for:
- Bid , EMD, tender fee/processing fee and rate approval excel
- Traceability
- Audit purposes
- Efficient project handover

- Maintain MIS reports and Excel trackers for:

1. Won and lost tenders

2. Cancelled tenders

3. EMD follow-up

4. Contract/agreement expiry and renewals

Coordinate with accounts departments regarding:

- Work completion certificates
- EMD refunds
- Payment follow-ups

Maintain digital and physical filing/archiving systems.

8. Post-Award Handover & Execution Coordination

- Handover complete tender documents, contract details, technical specifications,



BOQs, client communications, and compliance requirements to the execution/CSD team after award of contract.
- Conduct detailed briefing sessions with execution teams for smooth and seamless project initiation and execution.
- Ensure the execution team clearly understands:
- Scope of work
- Deliverables
- Timelines
- Contract conditions
- Technical commitments
- Client expectations
- Compliance obligations

- Coordinate internally to ensure proper transition from bidding phase to execution phase with minimal operational gaps.

9. Post-Tender Analysis, Training & Continuous Improvement

- Lead post-submission reviews and win/loss analysis.
- Analyze feedback and improve bidding strategies and internal processes.
- Recommend new certifications, tools, software, subscriptions, or systems to improve operational efficiency.
- Contribute to business growth and profitability by securing new contracts and expanding the client base.
- Train and guide internal teams on:
1.Tender procedures
2.Portal handling
3.Documentation standards
4.Compliance requirements
5.Proposal best practices

10. Confidentiality & Professional Responsibility

- Protect confidential company information, trade policies, pricing strategies, and proprietary business data.
- Ensure ethical conduct and professional handling of all tender-related communications and documentation internally and externally.

11.Pre-Sales & Business Development

- Demonstrate robust pre-sales and business development capabilities by continuously tracking market opportunities, missed tenders, expiring contracts, repeat procurement cycles, and upcoming projects to help the company prepare proactively for future bids, strengthen client positioning, and improve long-term tender participation and win strategy.

12. Tender Planning, Registration & Opportunity Management

- Manage vendor registrations, empanelment, OEM authorizations, prequalification submissions, tender calendars, procurement forecasting, and simultaneous tender prioritization to ensure proactive business planning, efficient resource allocation, and timely participation in multiple tender opportunities aligned with organizational goals.

13. CRM Management, SOP Development & Process Improvement

- Maintain customer databases, procurement authority contacts, tender history, and communication records while developing and improving internal SOPs, bid workflows, checklists, templates, and approval systems to enhance operational efficiency, strengthen relationship management, and reduce submission risks.

If interested, kindly share your Updated CV on [email protected] or contact on (phone hidden)

Regards,

Shaila

HR Manager

📌 Tender Manager (Maharashtra)
🏢 Printography Systems
📍 Maharashtra