Tender Executive – Job Description / SOP

1. Job Title

Tender Executive

2. Reporting To

Tender Manager / Project Director / Management

3. Job Purpose

To identify, manage, and execute tender-related activities for the company, ensuring timely submission, compliance, cost control, work completion tracking, and support in billing, while maintaining accurate records for future tenders and audits.

4. Key Responsibilities / Work Scope

Tender Identification & Tracking

- Identify relevant tenders from portals such as GeM, CPPP, State DISCOMs, Railways, PSU & Private Clients.

- Maintain a Tender Register with key dates, submission status, and updates.

Tender Document Study

- Review NIT, BOQ, Technical Specifications, GCC/SCC.

- Highlight eligibility, EMD, BG, completion period, and penalty clauses.

- Prepare tender summary sheets for management approval.

Pre-Bid Activities

- Prepare and submit pre-bid clarifications.

- Attend pre-bid meetings (online/offline) and circulate Minutes of Meeting (MOM) internally.

Documentation & Compliance

- Collect statutory and credential documents (registration, work completion, financial, ISO/GST/PAN/EPF/ESIC, etc.).

- Ensure compliance with tender requirements and maintain document validity.

BOQ & Costing Coordination

- Coordinate with engineering, execution, and accounts teams for BOQ verification, rate analysis, and cost estimation.

Tender Submission

- Upload technical and financial bids correctly and within deadlines, ensuring all digital signatures and encryption requirements are met.

Post-Submission Follow-Up

- Track technical evaluation and price bid opening.





- Coordinate for clarifications, negotiations, and additional documentation.

EMD, BG & Contract Coordination

- Coordinate submission of EMD, Tender Fees, Performance BG.

- Assist in agreement signing and contract documentation.

Record Keeping & Reporting

- Maintain tender files (hard & soft copies).

- Submit weekly/monthly tender status reports.

Compliance & Risk Awareness

- Identify and report risk clauses.

- Maintain confidentiality of pricing and strategy.

Tender Work Completion & WCC Tracking

- Track awarded tenders, work completion, and WCC received/pending status.

- Update work completion milestones and share with accounts for billing.

Support in Tender Billing Document Preparation

- Assist in preparation and verification of RA bills, final bills, measurement books, WCC, and supporting documentation.

- Coordinate with accounts for timely submission and follow-up of bills.

Tender Value Control & Price Limit Tracking

- Monitor executed and billed work vs sanctioned tender value.

- Flag potential value overruns to management before execution.

- Ensure approvals for extra items, variations, or rate deviations.

Weekly Review Meeting & Tender Database Management

- Maintain an updated tender database.

- Present weekly MIS reports covering submission, award, work completion, billing, and payment status.

- Record decisions, responsibilities, and action points in the tender database.

Pay: ₹25,000.00 - ₹40,000.00 per month

Advantages:

- Commuter assistance
- Internet reimbursement
- Paid sick time
- Provident Fund

Work Location: In person

📌 Tender Executive (India)
🏢 Ambe Superprenuer Private
📍 India