BID WRITER / TENDER EXECUTIVE

Location: Kochi, Kerala
Employment Type: Full-Time
Industry: Architecture / Interior Design / Design Consultancy
Experience: 2–5 years preferred

About the Role

We are looking for a highly organised, detail-oriented and commercially aware Bid Writer / Tender Executive to join our growing team.

The role will be responsible for managing the end-to-end tender and proposal process from receiving an RFP and analysing the opportunity, through preparation and submission of technical and commercial proposals, to post-submission follow-up and CRM updates.

The ideal candidate should be comfortable working with large volumes of information, tight deadlines and multiple submissions simultaneously, with excellent attention to detail and solid written communication skills.

Key Responsibilities

- Manage and coordinate the complete RFP / tender submission process from receipt through submission and post-submission follow-up.
- Review and manage NDAs, EOIs, RFPs, RFQs and tender documentation.
- Maintain an organised repository of tender and proposal documents on the company server.
- Prepare and maintain a submission tracker based on client deadlines and internal milestones.
- Analyse tender documents and summarise key opportunity parameters to support Go / No-Go decisions.
- Extract and review critical information including:
- Scope of work
- Project areas and quantities
- Deliverables
- Programme and timelines
- Milestones
- Payment terms
- Submission requirements
- Commercial conditions
- Identify gaps, contradictions and missing information and prepare RFIs / clarification questions for clients.
- Prepare and compile technical, commercial and capability submissions.
- Complete commercial forms including fee schedules,



deployment schedules and pricing templates.
- Coordinate and compile technical information including CVs, resource details, relevant project experience, company information, registrations and insurance documentation.
- Ensure consistency and accuracy across technical proposals, commercial proposals, forms and supporting documents.
- Incorporate comments and instructions from the Line Manager / Management into final submissions.
- Monitor and communicate tender updates including RFIs, addenda, additional document requests, BAFOs, tender meetings, negotiations and final submissions.
- Maintain accurate CRM opportunity records and deal history throughout the tender lifecycle.
- Follow up on submitted proposals and provide regular internal updates on bid status.
- Participate in daily/regular team meetings to communicate priorities, deadlines, progress and critical actions.
- Work closely with Management, Design, Commercial and Operations teams to ensure timely and accurate submissions.

Skills & Competencies

We are looking for someone who has:

- Excellent written and verbal communication skills.
- Strong attention to detail and accuracy.
- Excellent organisation, time management and deadline management skills.
- Ability to skim, scan and quickly understand large volumes of information.
- Strong analytical and information-extraction skills.




- Ability to identify inconsistencies, missing information and potential risks within tender documents.
- Ability to work under pressure and manage multiple submissions with competing deadlines.
- Strong coordination and follow-up skills.
- A proactive approach with the ability to work independently.
- Good understanding of professional business documentation and proposal preparation.
- Ability to use AI tools such as ChatGPT effectively for information extraction, summarisation and document analysis, while independently verifying the accuracy of the output.

Software Requirements

Essential:

- Microsoft Word
- Microsoft Excel
- Adobe Acrobat / PDF tools — editing, merging, compressing, arranging and signing documents

Desirable:

- Adobe InDesign
- PowerPoint
- CRM systems
- Experience with AI productivity tools such as ChatGPT

Preferred Background

Candidates with experience in architecture, interior design, engineering, construction, real estate, consultancy or professional services will be preferred.

Experience in tendering, bid management, proposal preparation, procurement or business development support will be an advantage.

What We Are Looking For

We are looking for someone who is:

Organised Analytical Detail-Oriented Deadline-Driven Proactive A Strong Communicator

If you enjoy working with information, preparing high-quality submissions and managing multiple deadlines, we would like to hear from you.

To Apply:
Please send your CV along with a brief summary of your relevant tender / bid experience to [email protected]

Pay: ₹30,000.00 - ₹55,000.00 per month

Benefits:

- Health insurance
- Paid sick time
- Paid time off

Work Location: In person

📌 BID WRITER / TENDER EXECUTIVE (Kochi)
🏢 XBD COLLECTIVE
📍 Kochi