JOB DESCRIPTIONTender Manager & Administrator – Construction / GeM / E-Procurement

Company Name: ServiceLo Facility India Private Limited

Job Location: Patna, Bihar

Department: Tendering, Accounts & Administration

Employment Type: Full-Time

Salary: As per experience and interview

Experience: Preference for candidates with practical experience in construction-related tendering, GeM and e-procurement portals.

1. Job Summary

ServiceLo Facility India Pvt. Ltd. is looking for a skilled, responsible and result-oriented Tender Manager & Administrator with practical knowledge of construction-related tender preparation, BOQ preparation, financial bidding, Government e-Marketplace (GeM), and other government and private e-procurement portals.

The candidate will be responsible for identifying suitable tenders, preparing technical and financial bid documents, submitting tenders within deadlines, preparing BOQs/BBS, handling billing and outstanding records, coordinating with vendors and site teams, maintaining stock and attendance records, and preparing daily, weekly and monthly management reports.

The ideal candidate should have strong documentation skills, commercial understanding, computer proficiency, attention to detail and high professional integrity.

2. Key Roles & Responsibilities

A. Tender Management & E-Procurement

- Search and identify relevant construction, civil work, waterproofing, facility management, maintenance and other service-related tenders.
- Handle tender portals, including Government e-Marketplace (GeM) and other applicable government and private e-procurement websites.
- Register, update and maintain bidder profiles and tender-related documents as authorised.
- Review tender notices, eligibility criteria, scope of work, EMD, tender fees, deadlines and submission requirements.
- Prepare and upload technical bids, financial bids and supporting documents.
- Manage tender submission, corrigenda, pre-bid queries and other tender communications.
- Track technical evaluation, financial bid opening, tender results and awarded projects.
- Maintain a tender register with submission dates, estimated values, status and follow-up requirements.
- Ensure all tenders are submitted accurately and within prescribed deadlines.
- Coordinate with management for final rates, approvals and commercial decisions.

B. BOQ, BBS & Estimation

- Prepare and review Bills of Quantities (BOQ) for construction, waterproofing, civil maintenance and related projects.
- Prepare Bar Bending Schedules (BBS), where applicable.
- Read and interpret tender BOQs, drawings, specifications and scope-of-work documents.
- Calculate quantities, measurements, material requirements and estimated project costs.
- Prepare item-wise rate analysis and cost estimates.
- Assist in labour, material, equipment, overhead and other cost calculations.
- Prepare comparative statements and identify discrepancies in tender quantities.
- Coordinate with technical and site teams for measurements and execution requirements.
- Assist management in preparing competitive and commercially viable bids.
- Ensure that BOQ quantities, rates, taxes and totals are checked before submission.

C. Financial Bidding & Commercial Analysis

- Prepare financial bid schedules and price BOQs according to tender requirements.
- Calculate item rates, totals, applicable taxes and other commercial components.
- Check the arithmetic accuracy of financial bids before submission.
- Prepare rate comparison and cost analysis statements.
- Coordinate with management for bid pricing and approval.
- Maintain confidentiality of tender rates and pricing strategies.
- Ensure financial bids follow the tender's prescribed format and instructions.
- Maintain records of submitted bids, quoted values and outcomes.

D. Billing & Invoice Management

- Prepare client invoices,



running account bills and final bills as applicable.
- Coordinate with site teams for measurements, work completion records and supporting documents.
- Maintain invoice submission and payment follow-up registers.
- Track outstanding payments, advances, deductions, retention amounts and pending bills.
- Prepare client-wise and project-wise billing statements.
- Coordinate with the accounts team for receipts, payments and reconciliation.
- Maintain records of work orders, purchase orders, completion certificates and measurement sheets.
- Ensure billing documentation is accurate and submitted on time.

E. Accounts & Expense Coordination

- Maintain daily expense and payment records.
- Verify bills, vouchers and supporting documents.
- Maintain records of employee reimbursements, site expenses and authorised purchases.
- Coordinate with the accounts team for ledger updates and bank reconciliation, where assigned.
- Track vendor payments and client outstanding amounts.
- Prepare monthly expense summaries and administrative accounts reports.
- Ensure financial records are properly organised and available for review.

F. Vendor Sourcing & Procurement

- Identify suitable vendors and suppliers for construction materials, waterproofing chemicals, equipment and services.
- Collect quotations and prepare comparative statements.
- Maintain vendor databases and supplier documentation.
- Coordinate material availability, purchase requirements and delivery schedules.
- Prepare purchase requisitions and supporting procurement documents.
- Monitor material costs and assist in cost-saving initiatives.
- Ensure purchases are processed only after the required approval.

G. Stock & Material Management

- Maintain material stock registers and inventory records.
- Record material inward, outward, transfers and site-wise consumption.
- Coordinate with site supervisors for material requirements.
- Conduct physical stock verification when required.
- Track shortages, excess stock, damaged materials and discrepancies.
- Maintain material issue slips and supporting documents.
- Prepare regular stock and material consumption reports.

H. Attendance & Administration

- Maintain employee attendance, leave and absence records.
- Coordinate with site supervisors regarding manpower deployment.
- Maintain employee and administrative documentation.
- Prepare attendance summaries for payroll coordination.
- Monitor submission of site reports and supporting documents.
- Maintain office records, files and documentation systems.
- Coordinate between management, accounts, tendering, vendors and project teams.

I. Site Visits & Project Coordination

- Visit project sites as instructed by management.
- Coordinate with site supervisors regarding work progress and documentation.
- Collect site measurements, material requirements and work-completion details.
- Verify supporting records required for billing and tender compliance.
- Record site issues, delays and material shortages.
- Coordinate with technical teams for BOQ, BBS and measurement-related information.
- Prepare site visit observations and progress updates.

3. Daily, Weekly & Monthly Reporting The candidate must maintain and submit the following reports to management.

Daily Reports

- Daily Activity Report (DAR).
- Tender search, submission and follow-up status.
- Billing and invoice updates.
- Client outstanding and payment follow-up status.




- Employee attendance and manpower status.
- Stock and material movement.
- Vendor quotations and procurement updates.
- Site progress and site visit reports.
- Expense and payment records.
- Pending tasks and next-day work plan.

Weekly Reports

- Tender pipeline and submission summary.
- BOQ/BBS preparation and pending status.
- Billing, collections and outstanding summary.
- Vendor comparison and procurement status.
- Stock verification and material requirement summary.
- Site progress and documentation pending list.

Monthly Reports

- Monthly administrative and accounts summary.
- Tender submission, success and rejection analysis.
- Billing and outstanding statements.
- Expense and payment summary.
- Stock and material consumption report.
- Vendor performance and procurement summary.
- Attendance and manpower report.
- BOQ/BBS status and project documentation summary.

4. Required Skills & Qualifications

- Graduate in Commerce, Business Administration, Civil Engineering or a relevant discipline; candidates with suitable practical experience may also be considered.
- Practical knowledge of GeM and other e-procurement portals.
- Experience in construction-related tender preparation and submission.
- Strong knowledge of BOQ preparation, quantity calculations and financial bidding.
- Knowledge of BBS, estimation and rate analysis is desirable.
- Working knowledge of billing, invoices, outstanding payments and expense records.
- Good command of MS Excel, Word, PDF tools and online tender portals.
- Ability to prepare comparative statements, reports and professional documents.
- Strong numerical, analytical and documentation skills.
- Good communication, coordination and time-management skills.

5. Key Performance Indicators (KPIs) Performance will be evaluated on the basis of:

- Timely and accurate tender submissions.
- Quality of technical and financial bid documentation.
- Accuracy of BOQ, BBS and rate calculations.
- Compliance with tender requirements and deadlines.
- Billing accuracy and timely invoice submission.
- Regular follow-up on outstanding payments.
- Accuracy of stock, attendance and expense records.
- Quality and timeliness of daily, weekly and monthly reports.
- Vendor sourcing efficiency and cost comparison.
- Coordination with site and accounts teams.
- Integrity, confidentiality and overall responsibility.

6. Integrity & Skilled Conduct The candidate must demonstrate honesty, accountability and professional discipline.

- No false documents, manipulated bills or incorrect tender declarations.
- No unauthorised changes to approved rates or financial bids.
- No disclosure of confidential tender pricing or Company information.
- No unauthorised financial commitments or purchases.
- Immediate reporting of financial discrepancies, stock shortages or documentation errors.
- Proper protection of Company records, passwords, tender credentials and client information.
- Compliance with Company policies and lawful management instructions.

7. Ideal Candidate Profile We are looking for someone who can independently manage tender preparation and submission, understand construction BOQs and financial bids, coordinate billing and documentation, maintain accurate administrative records, and support management with timely reports.

Candidates with hands-on experience in GeM, government construction tenders, e-procurement portals, BOQ preparation, financial bidding and billing will be preferred.

How to Apply: Submit your updated CV highlighting relevant tender experience, portals handled, construction projects supported, BOQ/BBS skills and billing knowledge.

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Pay: ₹18,000.00 - ₹25,000.00 per month

Benefits

- Cell phone reimbursement
- Commuter assistance
- Food provided
- Provident Fund

Work Location: In person

📌 Tender Manager & Administrator – Construction / GeM / E-Procurement (Patna)
🏢 LEAKPROOF INDIA PRIAVTE
📍 Patna