Job Purpose
The Tendering and Administrative Coordinator will be responsible for the end-to-end management of the bid process and providing critical administrative support for event execution.
Key Responsibilities
1. Tender Lifecycle Management
● Sourcing: Proactively search for relevant tenders via online portals, aggregators, and organization-specific websites.
● Bid Preparation: Collect and compile all necessary documentation for technical and eligibility criteria, including past project portfolios.
● Submission: Lead the preparation and submission of bids, ensuring 100% compliance with portal requirements (e.g., GeM, eProcure).
● Portal Management: Manage registrations and empanelment with various government ministries, departments, and purchase bodies.
● Tracking: Monitor bid outcomes, maintain meticulous records of wins/losses, and coordinate the collection of project completion certificates from customers.
2. Market Intelligence & Strategy
● Research: Maintain a database of organizations that historically float event management tenders and track their outcomes.
● Forecasting: Create and maintain a "Calendar of Events" based on historical data to anticipate and track upcoming tender cycles.
● Competitor Analysis: Analyze competitor performance, including events won, pricing strategies, and client retention patterns.
● Innovation: Regularly evaluate recent tendering tools, AI-based systems (e.g., Palladium, Nexizo), and price predictors to improve bid success rates.
3. Event Administration & Logistics
● Travel & Accommodation: Identify and book hotels, manage travel arrangements, and coordinate local transportation for the event team.
● Financial Tracking: Coordinate payments to vendors for hotel/travel and maintain accurate expense tracking for each project.
● Contact Outreach/Identification: Build and maintain a contact list of key stakeholders within government ministries and departments.
4. Documentation & Knowledge Management
● Centralized Filing: Manage and