Greetings!

We are looking for a Tender Executive for our Mumbai branch.

Tender Executive

Department: Business Development / Tendering

Reporting To: Tender Head & Executive Director

Experience: 2–3 years in Tender Management, Business Development, Government Procurement, or Contract Management

Employment Type: Full-Time

Job Purpose The Tender Executive will be responsible for managing the end-to-end tendering process across government, PSU, corporate, institutional, and private-sector opportunities. The role will involve identifying relevant tender opportunities, analysing tender documents, coordinating technical and commercial inputs, preparing compliant bid submissions, managing documentation, and ensuring timely and accurate submission of bids.

The role will also support the organisation in building and maintaining a strong tender pipeline, monitoring bid outcomes, maintaining tender MIS, and contributing to improving overall tender participation and success.

Key Responsibilities

1. Tender Identification & Opportunity Management

- Identify and monitor relevant tenders, RFPs, RFQs, EOIs, empanelment opportunities, and procurement opportunities.
- Track opportunities through GeM, CPPP, government and PSU portals, state e-tendering platforms, municipal portals, and other authorised procurement platforms.
- Review opportunities based on eligibility, scope of work, estimated value, competition, internal capabilities, resource requirements, and commercial viability.
- Maintain an updated tender pipeline and highlight relevant opportunities to the management.
- Ensure timely tracking of tender deadlines, pre-bid meetings, submission dates, and other critical milestones.

2. Tender Document Analysis

- Thoroughly review RFPs, NITs, tender notices, BOQs, technical specifications, eligibility criteria, evaluation parameters, payment terms, and contractual conditions.
- Prepare comprehensive tender summaries covering:
- Eligibility criteria
- Mandatory documentation
- Technical requirements
- Financial requirements
- EMD / Tender Fee / Security Deposit
- Experience and turnover requirements
- Important dates and deadlines
- Evaluation methodology
- Key contractual obligations and risks
- Prepare detailed compliance matrices and bid checklists to ensure all requirements are addressed before submission.
- Identify gaps, risks, deviations, and critical conditions that may impact bid participation.

3. Bid Preparation & Submission

- Coordinate the preparation of technical and commercial bid submissions in line with tender requirements.
- Prepare and compile covering letters, declarations, undertakings, affidavits, forms,



compliance statements, and supporting documentation.
- Coordinate with internal teams to obtain required financial documents, certificates, credentials, work orders, completion certificates, GST documents, statutory registrations, and other supporting records.
- Coordinate with external consultants, technical experts, CA/CS, legal advisors, architects, and other stakeholders wherever required.
- Ensure all bid documents are accurate, complete, properly formatted, and compliant with tender specifications.
- Manage end-to-end online submission, including document uploads, DSC usage, EMD/tender fee requirements, and final bid submission.
- Ensure all submissions are completed within the prescribed timelines without errors or omissions.

4. Commercial & Pricing Coordination

- Coordinate with Finance and management teams for preparation of commercial bids and pricing.
- Review BOQs, rate schedules, applicable taxes, manpower costs, operational costs, overheads, and margins.
- Support management in preparing commercially viable and competitive bids.
- Review financial bid formats and schedules to ensure accuracy and compliance.
- Check calculations, quantities, taxes, rates, and other commercial details before final submission.

5. Government & E-Tendering Portals

- Manage tender-related activities across GeM, CPPP, state e-tendering portals, municipal portals, PSU portals, and other relevant procurement platforms.
- Maintain and update vendor registrations, profiles, DSCs, credentials, and required company documentation.
- Regularly monitor portals for corrigenda, addenda, amendments, clarifications, pre-bid responses, and deadline extensions.
- Ensure all amendments and clarifications issued by the tendering authority are incorporated into the final bid.

6. Pre-Bid & Clarification Management

- Coordinate with internal stakeholders to identify and prepare relevant pre-bid queries.
- Attend or coordinate pre-bid meetings, discussions, and clarifications wherever required.
- Review responses and clarifications issued by the tendering authority.
- Ensure changes arising from pre-bid discussions or clarifications are reflected in the final submission.

7. Post-Bid Management

- Track the status of submitted bids through technical evaluation, financial opening,



negotiations, reverse auctions, presentations, and clarification stages.
- Coordinate responses to queries or additional information requests from clients and tendering authorities.
- Maintain records of bid outcomes, including technical qualification, financial qualification, L1/L2 position, orders won/lost, and reasons for unsuccessful bids wherever available.
- Coordinate post-award documentation, including performance security, agreements, affidavits, declarations, and contract-related documentation.
- Maintain an organised record of all submitted and awarded tenders for future reference.

8. Tender MIS & Reporting

- Maintain a comprehensive and updated tender database and documentation repository.
- Prepare weekly and monthly tender pipeline and performance reports for management.
- Track key tender metrics, including:
- Opportunities identified
- Tenders shortlisted
- Tenders participated in
- Tenders submitted
- Technical qualification status
- Financial qualification status
- L1/L2 position
- Orders won/lost
- Tender value
- Success/conversion ratio
- Conduct post-bid analysis to identify trends, gaps, and opportunities for improving future submissions.

Key Skills & Competencies

- Strong understanding of tendering, procurement, and bid management processes.
- Positive knowledge of government and PSU tender documentation and procedures.
- Ability to interpret and analyse RFPs, contracts, BOQs, eligibility criteria, technical specifications, and commercial terms.
- Strong documentation, drafting, and proposal preparation skills.
- Proficiency in MS Excel, Word, PowerPoint, and other MS Office applications.
- Hands-on familiarity with GeM, CPPP, and other e-tendering platforms.
- Good commercial and analytical understanding.
- Excellent coordination, communication, and follow-up skills.
- Strong attention to detail and ability to identify compliance gaps.
- Ability to manage multiple tenders and deadlines simultaneously.
- Ability to work under pressure and deliver within strict timelines.
- Strong organisational and record-keeping skills.
- Proactive approach with strong ownership and accountability.

Key Attributes

- Detail-oriented and highly organised
- Deadline-driven and process-oriented
- Strong follow-up and coordination skills
- Analytical and commercially aware
- Excellent written and verbal communication
- Ability to work independently as well as coordinate with multiple stakeholders
- High level of accuracy and confidentiality

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📌 Tender Executive (Mumbai)
🏢 Concept PR India
📍 Mumbai