Tender Executive PS Associates | Bhopal

Job Type: Full-time

Location: Bhopal, Madhya Pradesh

Experience: 1–3 years preferred

Department: Government Business / Tendering

Reporting To: Tender Manager / Business Head

About the Role

PS Associates is looking for a detail-oriented and commercially aware Tender Executive to manage the end-to-end government tendering process for IT infrastructure products and solutions.

The role will involve identifying relevant tenders, evaluating eligibility and commercial viability, coordinating with OEMs/distributors and internal teams, preparing bid documentation, ensuring timely submission, and tracking tenders through technical evaluation, financial opening, award and order execution.

The ideal candidate should be highly organized, comfortable working with government procurement platforms, and capable of handling multiple tenders simultaneously without missing critical deadlines or compliance requirements.

Key Responsibilities1. Tender Identification & Market Intelligence

- Search and identify relevant government tenders across GeM, CPPP, state government portals and other authorized procurement platforms.
- Track tenders related to:
- Desktops & laptops
- Servers
- Storage
- Networking equipment
- Firewalls & cybersecurity
- UPS & power solutions
- CCTV & surveillance
- Printers & peripherals
- Software and IT solutions
- AMC/IT infrastructure services
- Technical Manpower Service
- Security Manpower Service
- Maintain a daily tender tracker with:
- Tender ID
- Department
- Location
- Product/category
- Estimated value
- EMD
- Bid submission deadline
- Eligibility requirements
- OEM requirements
- Important certifications
- Current status

1. Tender Qualification

Evaluate every potential tender before recommending participation.

Check

- Turnover requirements
- Previous experience requirements
- OEM authorization requirements
- Product-specific eligibility
- Certifications
- MSME/startup provisions where applicable
- EMD / Performance Security requirements
- Make/model restrictions
- Technical specifications
- Delivery requirements
- Warranty/AMC requirements
- Financial eligibility
- Geographical requirements
- Past performance requirements
- Any other mandatory conditions

Prepare a clear Go / No-Go recommendation for management.

1. Tender Documentation

Prepare and organize complete bid documentation, including:
- Technical compliance sheets
- Commercial documents
- OEM authorization letters
- Product datasheets
- Company credentials




- Experience certificates
- Turnover documents
- GST/PAN/company documents
- MSME certificates
- Undertakings and declarations
- EMD-related documentation
- Affidavits and other tender-specific documents

Maintain a structured document repository so that frequently required documents are readily available.
1. OEM & Distributor Coordination

Coordinate with OEMs, distributors and channel partners for:
- OEM authorization
- Technical compliance
- Special pricing
- Bid support
- Product availability
- Datasheets
- Certificates
- Warranty details
- Delivery timelines
- Tender-specific documentation

Follow up proactively to ensure OEM inputs are received before the submission deadline.

1. Bid Preparation & Submission

- Prepare bids accurately according to tender requirements.
- Upload documents on the relevant procurement portal.
- Ensure all mandatory fields and documents are completed.
- Verify technical and commercial submissions before final submission.
- Maintain a tender submission checklist.
- Ensure there are no last-minute submission errors.
- Maintain proof/records of successful submission.

1. Pre-Bid & Clarification Management

- Review pre-bid requirements.
- Identify technical/commercial ambiguities.
- Coordinate with the sales and technical teams for clarification.
- Track corrigenda, amendments and extensions.
- Ensure the final bid reflects all amendments issued by the buyer.

1. Post-Bid Tracking

Track each submitted tender through: Bid Submitted → Technical Evaluation → Clarification → Technical Qualification → Financial Opening → L1/L2 Position → Award → PO/Contract

Maintain accurate status updates and immediately escalate important developments to management.

1. Tender MIS & Reporting

Prepare regular reports covering:
- Tenders identified
- Tenders shortlisted
- Go/No-Go decisions
- Bids submitted
- Total tender value
- Technical qualification status
- Financial opening status
- Orders won/lost
- Reasons for loss
- Pending documentation
- Upcoming deadlines
- Pipeline value

Maintain a clean and updated Tender Dashboard.

Key Performance Indicators (KPIs)





The candidate will be evaluated on:

- Number of relevant tenders identified
- Quality of tender qualification
- Timeliness of bid submissions
- Submission accuracy
- Percentage of technically qualified bids
- Tender-to-order conversion
- Tender pipeline value
- Documentation accuracy
- Zero missed deadlines
- OEM response/coordination efficiency
- Quality and timeliness of MIS reporting

Required Skills
- Strong knowledge of government tendering processes
- Working knowledge of GeM and other government procurement portals
- Strong Excel/Google Sheets skills
- Excellent documentation and organizational ability
- Strong follow-up skills
- Ability to read and interpret tender documents
- Basic understanding of IT hardware and infrastructure
- Ability to coordinate with OEMs, distributors and internal teams
- Strong attention to detail
- Ability to work under strict deadlines

Preferred Experience

Candidates with experience in

- Government tenders
- GeM bidding
- IT hardware tenders
- System integrator businesses
- OEM/distributor environments
- Government procurement
- Tender documentation
- E-procurement platforms

will be preferred.

Ideal Candidate

We are looking for someone who:
- Does not miss deadlines.
- Reads the entire tender document rather than relying on the summary.
- Can quickly identify whether PS Associates qualifies for an chance.
- Is aggressive with follow-ups but meticulous with documentation.
- Can handle multiple tenders simultaneously.
- Understands that a tender is not just a document-uploading exercise.
- Can identify commercial risks before management commits resources.
- Takes ownership from tender discovery through bid submission and post-bid tracking.

Educational Qualification Bachelor's degree in any relevant discipline.

Candidates with backgrounds in Business Administration, Commerce, IT, Computer Science or related fields will be preferred.

Compensation

₹25,000-30,000 per month, depending on experience and capability.

Performance incentives may be linked to tender quality, conversion and business generated.

How to Apply

Candidates should share their resume along with details of:

- Government tendering experience
- GeM experience
- Government departments handled
- Approximate tender/order values handled
- Procurement portals worked on
- Experience with IT infrastructure tenders

Pay: ₹25,000.00 - ₹30,000.00 per month

Work Location: In person

📌 Tender Executive (Bhopal)
🏢 P S Associates
📍 Bhopal