Vacancy Profile: Senior Back Office Executive – Quotations & Vendor Coordination

Position: Senior Back Office Executive – Quotations
Industry: Laboratory / Scientific / Medical / Industrial Equipment
Employment Type: Full Time
Experience Required: 3–5+ years
Preferred Experience: Laboratory / Scientific Equipment / Industrial Equipment / Government Procurement Industry

Job Summary

We are looking for an experienced and detail-oriented Senior Back Office Executive – Quotations to handle the preparation of quotations and commercial proposals for laboratory, scientific and industrial equipment.

The candidate will be responsible for understanding customer enquiries and tender requirements, identifying technically suitable products, coordinating with existing and new vendors, obtaining and comparing vendor prices, matching technical specifications, preparing accurate quotations and catalogues, and providing complete quotation packages to the Tender/Sales Team for submission.

This is a full-time back-office position requiring strong product understanding, vendor coordination, internet research, MS Excel/Word skills and excellent attention to detail.

Key Responsibilities1. Quotation Preparation

- Prepare accurate and professional quotations against customer enquiries, tenders and purchase requirements.
- Study enquiry/tender specifications carefully and identify the exact product or suitable equivalent.
- Select appropriate products/models from available vendor/OEM product ranges.
- Calculate and prepare costing, margins, taxes, freight, installation and other commercial components as required.
- Ensure quotations are complete, error-free and submitted internally within the required timeline.

2. Technical Specification Matching

- Thoroughly study technical specifications, BOQs and product requirements received from customers and government tenders.
- Match required specifications line-by-line with available products from vendors/OEMs.
- Identify technically compliant models and suitable alternatives where required.
- Prepare technical compliance statements / specification comparison sheets wherever required.
- Verify key parameters such as dimensions, capacity, accuracy, range, material, features, accessories, warranty, etc.
- Identify specification gaps or deviations and discuss them with vendors/internal team before quotation preparation.

3. Vendor & Supplier Coordination

- Coordinate regularly with existing vendors, manufacturers, distributors and suppliers for prices,



product details and technical information.
- Search for and develop relationships with new vendors/OEMs for products not available with existing suppliers.
- Send enquiries to vendors and obtain competitive prices, product specifications, catalogues, datasheets, compliance documents and delivery details.
- Compare quotations received from multiple vendors and identify the most suitable option based on price, technical compliance, quality, delivery and warranty.
- Maintain an updated database of vendors, products, prices and contact details.
- Follow up with vendors for pending quotations and technical information.

4. Product & Catalogue Research

- Research products online through manufacturer/OEM websites, catalogues, datasheets and other reliable sources.
- Identify suitable products/models based on required technical specifications.
- Prepare product catalogues, technical datasheets and quotation attachments for submission to the Tender/Sales Team.
- Download, organize and maintain relevant OEM catalogues, brochures, datasheets, certificates and product literature.
- Keep product and vendor information updated.

5. Coordination with Tender & Sales Team

- Provide the Tender/Sales Team with a complete quotation package including:
- Commercial quotation
- Technical specifications
- Product catalogue/datasheet
- Technical compliance statement
- Vendor/OEM details
- Warranty and delivery details
- Required supporting documents
- Coordinate internally whenever clarification is required regarding specifications, pricing or product selection.
- Ensure that the quotation package is prepared accurately and on time so that the Tender Team can submit the final bid within the deadline.

6. Records & Back Office Management

- Maintain organized records of vendor quotations, purchase prices, selling prices, product specifications and catalogues.
- Maintain quotation history and vendor price comparisons.
- Update product databases and Excel sheets regularly.
- Keep track of pending vendor enquiries and follow-ups.
- Ensure proper filing and retrieval of quotation-related documents.

Candidate Requirements





- Graduate in Commerce / Science / Business Administration / Engineering / related field.
- 3–5+ years of relevant experience in quotation preparation, procurement, back-office operations, vendor coordination or a similar role.
- Experience in Laboratory / Scientific / Medical / Industrial Equipment industry will be strongly preferred.
- Candidates with experience dealing with government tenders, e-procurement companies, distributors or scientific equipment suppliers will be preferred.
- Good understanding of technical specifications and product catalogues.
- Strong ability to compare technical specifications and identify suitable products.
- Excellent knowledge of MS Excel and MS Word.
- Comfortable with Internet research, PDF catalogues, manufacturer websites and online product research.
- Good written and verbal communication skills.
- Good vendor follow-up and coordination skills.
- Strong attention to detail and ability to identify errors or specification mismatches.
- Ability to work independently and manage multiple quotations/enquiries simultaneously.
- Ability to work under deadlines and coordinate closely with the Tender Team.

Key Skills

- Quotation Preparation
- Technical Specification Matching
- Vendor / Supplier Coordination
- Vendor Sourcing & Price Negotiation
- Product & OEM Research
- Technical Compliance
- Catalogue & Datasheet Preparation
- Costing & Price Comparison
- MS Excel & MS Word
- E-Procurement / Tender Support
- Documentation & Record Management
- Internet Research
- Follow-up & Coordination

What We Are Looking For

The ideal candidate should be someone who can read a technical requirement, understand what product is being asked for, find the right manufacturer/vendor, obtain the best price, verify technical compliance, prepare the quotation and complete catalogue/document package, and hand it over to the Tender Team ready for submission.

This is not primarily a tender-submission role. The core responsibility is to ensure that every enquiry/tender received by the company is converted into a technically suitable, commercially competitive and professionally prepared quotation package.

Employment Details

Job Type: Full Time
Work Location: On-site – Ambala Cantt, Haryana
Experience: 3–5+ years
Industry: Laboratory / Scientific Equipment
Department: Back Office / Quotations / Pre-Sales Support

Job Type: Full-time

Pay: ₹16,000.00 - ₹25,000.00 per month

Work Location: In person

📌 Senior Back office Executive - Quotations (India)
🏢 HOVERLABS
📍 India