JOB DESCRIPTIONTender Specialist – Redevelopment & Office Administration

Company: Hyperloop Group

Location: CBD Belapur, Navi Mumbai

Department: Redevelopment PMC / Tender & Administration

Employment Type: Full-Time

Experience: 1–4 Years

Qualification: Graduate in any discipline; Diploma/Degree in Civil Engineering, Architecture, Construction Management, or related field preferred.

About the Role

We are looking for a Tender Specialist – Redevelopment & Office Administration to manage the preparation, coordination, documentation, issuance and evaluation support of tenders for cooperative housing society redevelopment projects.

The role will involve close coordination with the PMC team, society office bearers, architects, legal/financial consultants, developers, contractors and internal management , along with handling day-to-day office administration and documentation.

Key Responsibilities1. Tender Preparation & Management

- Prepare and compile redevelopment tender documents, EOI/RFP documents, bid forms, eligibility criteria, technical specifications and commercial conditions .
- Coordinate with architects, engineers, legal consultants and management for finalisation of tender documents.
- Prepare tender schedules, checklists, submission formats and required annexures.
- Issue tenders/EOIs to shortlisted developers and contractors.
- Manage tender-related correspondence, clarifications, addendums and corrigenda.
- Maintain records of all tender documents and communications.

1. Tenderer / Developer Coordination

- Coordinate with prospective developers/tenderers regarding:
- Site visits
- Pre-bid meetings
- Clarifications
- Document submissions
- Technical/commercial queries
- Tender deadlines
- Follow up for pending documents and compliance requirements.
- Prepare tenderer-wise document checklists and compliance statements.
- Coordinate opening and recording of technical and commercial bids as instructed by the PMC/Society.

1. Tender Evaluation Support

- Conduct preliminary scrutiny of submitted documents against prescribed eligibility criteria.




- Prepare Technical Compliance Sheets / Comparative Statements .
- Check company profiles, experience, completed projects, ongoing projects, financial documents and statutory registrations.
- Prepare tenderer comparison sheets for consideration by the PMC/Society.
- Identify missing documents, discrepancies, deviations and anomalies for review by senior management.
- Coordinate with CA, legal consultant, architect and other specialists wherever required.
- Maintain complete audit trail of tender submissions and clarifications.

1. Redevelopment Documentation

- Maintain project-wise folders for:
- Society documents
- Tender documents
- Developer submissions
- Meeting minutes
- Correspondence
- Site visit records
- Technical reports
- Financial/CA reports
- Legal documents
- Ensure proper version control of tender documents.
- Maintain confidentiality of developer/tenderer information and financial documents.

1. Office Administration

- Handle day-to-day office coordination and administrative activities.
- Maintain physical and digital filing systems.
- Prepare letters, notices, emails, meeting agendas and basic reports.
- Maintain project trackers, tender trackers and follow-up schedules.
- Coordinate meetings, presentations, site visits and appointments.
- Maintain attendance, office records and basic administrative registers.
- Coordinate courier, printing, scanning and documentation requirements.
- Assist management and PMC team with routine administrative work.

1. Society & PMC Coordination

- Coordinate with cooperative housing society committee members for meetings, document collection and tender activities.
- Maintain communication records with society representatives.
- Assist in preparing:
- Meeting agendas




- Minutes of meetings
- Action-taken reports
- Tender status reports
- Developer comparison statements
- Follow-up reports

Required Skills
- Strong MS Excel and MS Word skills.
- Good drafting and professional email-writing skills.
- Excellent documentation and record-management abilities.
- Ability to prepare comparative statements and checklists.
- Positive understanding of tendering and procurement procedures.
- Ability to read and understand technical, commercial and contractual documents.
- Strong follow-up and coordination skills.
- Good communication and negotiation skills.
- High attention to detail.
- Ability to handle confidential information.
- Ability to work on multiple redevelopment projects simultaneously.

Preferred Experience Candidates with experience in any of the following will be preferred:
- Cooperative Housing Society redevelopment
- Redevelopment PMC
- Real estate / construction
- Architecture / civil consultancy
- Tendering and procurement
- Contractor/developer selection
- Government / institutional tendering
- Project documentation

Key Performance Areas (KPIs)
- Timely preparation and issuance of tenders.
- Accuracy and completeness of tender documentation.
- Proper tracking of tenderer submissions.
- Timely preparation of comparative statements.
- Zero/minimal documentation errors.
- Proper maintenance of project records.
- Timely follow-up with developers, consultants and society members.
- Confidentiality and secure handling of tender documents.
- Efficient office and project coordination.

Candidate Profile The ideal candidate should be organised, detail-oriented, proactive and comfortable dealing with multiple stakeholders . The person should be capable of independently managing tender documentation and follow-ups while coordinating closely with the senior PMC team. Experience: 1–4 Years

Location: CBD Belapur, Navi Mumbai

Travel: Occasional travel within Mumbai, Navi Mumbai, Thane and Raigad may be required.

Reporting

Reports To: Senior Management

📌 Tender Specialist – Redevelopment & Office Administration (Navi Mumbai)
🏢 HYPERLOOP CONSULTANCY GROUP
📍 Navi Mumbai