Tender Cum Export Executive

Department: Tender & Export

Location: Pune

Designation: Tender Cum Export Executive

Reporting To: Management / Department Head

Experience: 25 Years

Employment Type: Full-Time

1. Job Purpose

To independently manage the complete tendering process and export coordination activities, including tender identification, documentation, quotation preparation, submission, order processing, export documentation, shipment coordination, and customer/vendor coordination.

1. Key Responsibilities

A. Tender Management
- Search and identify relevant government, PSU, private and institutional tenders through GeM and other tender portals.
- Review tender documents, eligibility criteria, technical specifications, commercial terms and submission requirements.
- Prepare tender documentation including technical and commercial offers, compliance sheets, declarations, undertakings and supporting documents.
- Coordinate with Sales, Technical, Accounts and Management teams for required information and approvals.
- Prepare and submit tenders within the specified deadlines.
- Maintain a complete record of submitted, ongoing, awarded and rejected tenders.
- Track tender status, technical evaluation, commercial opening, negotiations, LOI/PO and order status.
- Coordinate preparation and submission of EMD, Security Deposit, Performance Bank Guarantee and other required documents.
- Ensure 100% accuracy in tender submissions and compliance with tender conditions.
- Maintain a tender MIS and provide regular reports to management.

B. Export Activities
- Handle export enquiries and coordinate with international customers.
- Prepare and share quotations, Proforma Invoices and commercial offers.
- Coordinate with Sales/Management for pricing, payment terms, delivery terms and other commercial requirements.
- Coordinate export orders from order confirmation until shipment and delivery.
- Prepare and maintain export documentation such as:

- Commercial Invoice

- Packing List





- Proforma Invoice

- Certificate of Origin

- Shipping documents

- Insurance documents
- Other export-related documents as required
- Coordinate with freight forwarders, CHA, transporters, banks and other logistics partners.
- Coordinate shipment booking, dispatch and documentation.
- Follow up for payment, LC, advance payment and other commercial requirements.
- Maintain proper records of export orders, shipments, documents and payment status.
- Support management in developing new international customers and export opportunities.

1. Internal Coordination

- Coordinate closely with Sales, Purchase, Production, Service, Accounts, Stores & Dispatch departments.
- Collect technical specifications, product details, delivery schedules and costing information required for tenders/export quotations.
- Ensure timely communication between customers, internal departments and external agencies.
- Follow up continuously until the tender/order/shipment process is successfully completed.

1. MIS & Reporting

Prepare and maintain:
- Daily/weekly tender status report.
- Tender submission and outcome tracker.
- Export enquiry and quotation tracker.
- Order and shipment status report.
- Payment follow-up report.
- Tender win/loss analysis.
- Export sales and shipment MIS.
- Management reports as required.

1. Key Performance Indicators (KPIs)





KPIExpected PerformanceTender IdentificationDaily monitoring of relevant portalsTender Submission100% within deadlinesDocumentation Accuracy100%Tender Compliance100%Tender Follow-upRegular follow-up until closureExport Documentation100% accurate and timelyCustomer ResponseSame day / within 24 hoursExport Order CoordinationTimely executionMIS Reporting100% timely & accurateTender/Export ConversionImprove continuously as per company target
1. Required Skills

- Good knowledge of Government/PSU tender processes and GeM portal.
- Knowledge of export procedures and documentation.
- Good understanding of commercial terms such as FOB, CIF, EXW, payment terms, LC, advance payment, etc.
- Excellent MS Excel and MS Office skills.
- Good written and verbal communication skills.
- Strong documentation and follow-up skills.
- Good analytical and negotiation skills.
- Ability to manage multiple tenders and export orders simultaneously.
- Robust attention to detail and deadline-oriented approach.
- Knowledge of industrial/machine-tool products will be an advantage.

1. Educational Qualification

Bachelor's Degree / Diploma in Commerce, Business Administration, International Business, Supply Chain, Engineering or a relevant field.

1. Preferred Experience

Candidates with experience in:
- Machine Tools / Engineering Industry
- CNC / EDM / Wire EDM / ZNC EDM
- Government & PSU Tenders
- GeM
- Export Documentation
- Industrial Product Sales Support

will be preferred.
1. Behavioural Competencies

- Proactive and responsible approach.
- Strong ownership of assigned work.
- Excellent follow-up and coordination.
- Ability to work under pressure and meet deadlines.
- Professional communication with customers and government organizations.
- High level of accuracy and documentation discipline.
- Team-oriented with a result-focused approach.

1. Overall Responsibility

The Tender Cum Export Executive will be responsible for ensuring that all assigned tenders and export activities are handled accurately, systematically and within the required timelines, from opportunity identification through submission/order/shipment closure, while maintaining proper documentation and MIS.

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