Job Description – Tender Executive

Position: Tender Executive

Department: Tender / Sales & Marketing

Location: Vidyavihar, Mumbai

Industry: Pumps / Engineering / Industrial Projects

Key Responsibilities

- Search and identify relevant tenders through E-Procurement Portals, GeM Portal, Tender News and Government E-Portals.
- Review tender documents and understand the technical, commercial and eligibility requirements.
- Coordinate with the Technical Team to understand product specifications and tender requirements.
- Prepare GO / NO-GO sheets and obtain management approval for shortlisted tenders.
- Prepare and share the list of approved tenders with the concerned team for further preparation.
- Prepare pre-bid letters/queries, submit them to customers and coordinate/attend pre-bid meetings.
- Support the tender team in collecting and preparing all required technical and commercial documents.
- Coordinate with concerned departments for product-related technical documents and experience certificates.
- Request, track and maintain updated Experience Certificates as per specific tender requirements.
- Track and maintain records of Work Orders, Experience Certificates, Indents, Proposals and other project-related documents.
- Prepare Indents for new Work Orders and coordinate with the concerned departments.
- Prepare requisitions for Tender Fee, EMD and Bank Guarantee.
- Prepare and maintain the Tender Index, Forms, Annexures and other tender documentation.
- Coordinate with the Accounts Department for bank certificates, CA certificates, financial documents, turnover certificates, bank solvency certificates, etc.
- Check portal requirements and submission checklists to ensure all documents are complete before submission.
- Ensure timely and accurate tender preparation and submission within the specified deadlines.
- Understand and follow the tender portal submission procedures and guidelines/manuals.




- Understand Tender Fee/EMD payment procedures and coordinate with customers/internal teams for any related queries.
- Prepare documentation for EMD refunds, BG submission letters and other tender-related correspondence.
- Maintain and regularly update Tender Cum EMD Statement and Bank Guarantee Statement.
- Maintain updated records of submitted, not submitted and ongoing tenders.
- Track tender closing dates and expiry dates on E-Procurement, GeM, Government portals and Tender News.
- Monitor the validity and renewal of company credentials, including ISO certificates, CA turnover certificates, Bank Solvency certificates and other required documents.
- Follow up with the concerned departments regarding manufacturing status and project progress.
- Coordinate with customers regarding supply of goods and project-related requirements.
- Maintain Project Tracking MIS and ensure pending tasks are communicated to the concerned persons.
- Regularly update Indent Cum Order-in-Hand Statement and other tender/project-related MIS reports.
- Ensure proper documentation, timely follow-up and compliance with all tender requirements.

Required Skills

- Good knowledge of Government Tenders, GeM and E-Procurement Portals.
- Experience in Tender Preparation, Documentation and Submission.
- Knowledge of EMD, Tender Fee, Bank Guarantee and tender-related documentation.
- Good coordination and follow-up skills.
- Robust documentation and MIS reporting skills.
- Good knowledge of MS Excel, MS Word and Email Communication.
- Ability to understand tender requirements and coordinate with Technical, Accounts, Sales and Project Teams.
- Good written and verbal communication skills.

Qualification & Experience

- Qualification: BE Mechanical or Automobile compulsory
- Experience: 3–5 years of relevant experience in Tendering, E-Procurement, GeM or Government Tender processes.
- Experience in Engineering, Pumps, EPC, Infrastructure, Industrial or Government Projects will be an added advantage.

📌 Tender Executive (Mumbai)
🏢 Aryan Pumps & Enviro Solutions Private
📍 Mumbai