Job Responsibilities – Pharma Tender Filing Executive/Manager

- Tender Identification &
- Tracking

- Search and identify pharmaceutical tenders across Central Government, State Government, PSUs, Government Hospitals, Medical Colleges, and other healthcare institutions.

- Monitor tender portals regularly for new opportunities across India.

- Maintain a centralized database of all active, upcoming, submitted, awarded, and rejected tenders.

- Tender Document Analysis

- Review tender notices, eligibility criteria, technical specifications, commercial terms, EMD, security deposit, payment terms, and delivery requirements.

- Check product-wise requirements, quantities, specifications, packaging, shelf-life, and regulatory conditions.

- Identify key deadlines and ensure timely submission.

- Tender Documentation

- Prepare and compile complete tender documents as per the tender requirements.

- Coordinate for documents such as:

- GST Certificate

- PAN

- Manufacturing/Wholesale Drug License

- GMP/WHO-GMP certificates

- Product registrations

- Manufacturing agreements

- Authorization letters

- Product certificates

- COA and technical documents

- Company profile

- Financial documents

- Previous supply orders/work orders

- Experience certificates

- Affidavits and undertakings

- Technical Bid Preparation

- Prepare technical bid documents and ensure that every required document is uploaded correctly.

- Cross-check product specifications against the tender requirements.

- Coordinate with Regulatory, QA/QC, Production, and Technical teams for required documents and product information.

- Commercial Bid Preparation

- Prepare price/commercial bids in coordination with the management and sales team.

- Collect current costing, market information, applicable taxes, freight, and other commercial components.

- Ensure correct rates, quantities, units, discounts, and applicable taxes are entered in the tender.

- Online Tender Filing

- Submit tenders through various government/e-procurement portals.

- Upload technical and financial documents in the prescribed format and size.

- Ensure DSC/e-signature requirements are properly completed.

- Verify the complete submission before the closing date and time.

- EMD &





- Tender Fee Management

- Coordinate payment/submission of EMD, tender fees, bid security, and other applicable charges.

- Maintain records of EMDs submitted, refunded, forfeited, or converted into security deposits.

- Tender Clarifications &

- Queries

- Monitor tender corrigenda, amendments, clarifications, and revised submission dates.

- Prepare responses to technical/commercial queries in coordination with concerned departments.

- Ensure amendments are incorporated before final submission.

- Post-Tender Follow-up

- Track technical evaluation, commercial opening, L1/L2 status, negotiations, and final results.

- Follow up with concerned government departments regarding tender status.

- Maintain records of awarded and non-awarded tenders.

- Purchase Order &

- Contract Coordination

- Coordinate with the concerned department after tender award.

- Review Purchase Orders, Rate Contracts, Supply Orders, and agreements.

- Coordinate internally to ensure timely execution of awarded orders.

- Supply Coordination

- Coordinate with Production, Warehouse, QA, Logistics, and Accounts for timely supply against government orders.

- Monitor dispatch schedules and required documentation.

- Track pending supplies and outstanding orders.

- Tender Compliance

- Ensure compliance with all tender-specific conditions.

- Maintain proper records of licenses, certificates, product registrations, undertakings, and other documents.

- Ensure submitted documents are valid and updated.

- All-India Tender Portal Management

- Regularly monitor major Central and State Government procurement portals.

- Maintain state-wise and department-wise tender information.

- Develop a database of recurring tenders and their submission timelines.

- Tender MIS &

- Reporting

- Prepare weekly/monthly reports covering:

- Tenders identified





- Tenders participated in

- Tenders submitted

- Tenders technically qualified

- L1/L2 status

- Orders received

- Pending tenders

- EMD status

- Tender success ratio

- Provide regular updates to senior management.

- Tender Opportunity Analysis

- Analyze previous tender prices, competitors, quantities, and award history.

- Identify profitable tender opportunities.

- Maintain historical tender pricing data for future participation.

- Coordination with Internal Teams

- Work closely with Business Development, Sales, Regulatory Affairs, QA/QC, Finance, Legal, Production, and Logistics teams.

- Ensure all required information and documents are received before tender deadlines.

- Competitor &

- Market Analysis

- Track competitor participation, awarded prices, product availability, and market trends.

- Maintain a state-wise competitor and tender database.

- Tender Calendar Management

- Prepare a state-wise and department-wise tender calendar.

- Set reminders for tender opening, closing, EMD, document validity, rate-contract expiry, and renewal dates.

- Audit &

- Record Maintenance

- Maintain complete soft-copy and hard-copy records of submitted tenders.

- Ensure documents are readily available for internal, financial, regulatory, or government audits.

- Overall Responsibility

- Take complete ownership of the tender process from tender identification → document preparation → bid submission → tender opening → evaluation → award → purchase order → supply coordination across India.

Key Skills Required

- Valuable knowledge of pharmaceutical government tenders

- Experience with GeM and state e-procurement portals

- Knowledge of pharma licenses and regulatory documents

- Strong MS Excel/Word skills

- Good documentation and follow-up skills

- Understanding of EMD, SD, BG, tender fees, and commercial terms

- Ability to work under strict deadlines

- Good coordination and communication skills

- Knowledge of government hospital/institution procurement

- Strong attention to detail

Pay: ₹10,000.00 - ₹18,000.00 per month

Benefits

- Flexible schedule

Work Location: In person

📌 Tender Executive (Ahmedabad)
🏢 Luzion Lighting
📍 Ahmedabad