Tender Executive / Tender & Bid Management ExecutiveDepartment: Tendering / Business Development

Experience: Minimum 3 Years

Industry Preference: Advertising, Digital, Event, Media, or Creative Agency

Employment Type: Full-Time

Job OverviewWe are looking for a detail-oriented and proactive Tender Executive / Tender & Bid Management Executive with a minimum of 2 years of relevant experience, preferably in an Advertising, Digital, Event, Media, or Creative Agency.

The candidate will be responsible for managing the complete tendering process, including identifying relevant opportunities, downloading tender documents, preparing and compiling bid submissions, coordinating with internal departments, and uploading bids on government and private e-procurement portals. The ideal candidate should have a strong understanding of tender documentation, eligibility criteria, compliance requirements, and submission deadlines.

Key Responsibilities1. Tender Identification & Documentation

- Identify and track relevant government and corporate tenders related to advertising, digital marketing, events, media, branding, and creative services.
- Download tender documents, RFPs, RFQs, EOI documents, and related annexures from various e-tendering portals.
- Review tender documents to understand eligibility criteria, technical specifications, commercial requirements, submission guidelines, and deadlines.
- Maintain a record of active, upcoming, and submitted tenders.

2. Tender Preparation & Submission

- Prepare, compile, review, and upload complete tender submissions for government and corporate clients.
- Ensure all required documents, declarations, affidavits, certificates, forms, and annexures are properly prepared and attached.
- Coordinate with internal teams, management, finance, accounts, and other departments to collect the required information and supporting documents.
- Prepare technical bids, commercial bids, financial documents, and other tender-related submissions as per the prescribed formats.
- Ensure timely submission of bids and verify successful uploads on the respective portals.

3. E-Tendering Portal Management

- Handle tender submissions across multiple government and private procurement portals.
- Download tender documents, monitor corrigenda and amendments, and track significant updates and deadlines.
- Manage portal registrations, bidder profiles, document uploads, and other tender-related formalities.
- Assist with Digital Signature Certificate (DSC) usage and online bid submission wherever required.





Preferred portal experience includes:

- Central Public Procurement Portal (CPPP)
- Government e-Marketplace (GeM)
- State Government e-Procurement Portals
- MSTC
- NIC-based tender portals
- Other government and private procurement platforms

4. Compliance & Quality Control

- Ensure all tender submissions comply with the specified eligibility, technical, financial, and documentation requirements.
- Verify the accuracy, completeness, formatting, and validity of all documents before submission.
- Track EMD, tender fees, bid security, declarations, certificates, and other applicable requirements.
- Maintain tender submission records, acknowledgements, supporting documents, and compliance checklists.
- Follow up on clarifications, corrigenda, pre-bid queries, and other tender-related communications.

5. Coordination & Reporting

- Coordinate with internal stakeholders to obtain approvals and finalize bid documents within deadlines.
- Maintain a tender tracker covering submission dates, bid status, outcomes, and upcoming opportunities.
- Prepare regular updates and reports for management regarding tender participation and submission status.
- Ensure proper filing and record-keeping of all tender-related documents.

Required Qualifications & Skills
- Minimum 2 years of relevant experience in tender management, bid management, or tender documentation.
- Prior experience in an Advertising, Digital, Event, Media, or Creative Agency is mandatory.
- Hands-on experience handling government and corporate tenders.
- Practical knowledge of downloading, reviewing, preparing, compiling, and submitting tender documents.
- Experience working on multiple e-tendering and procurement portals.
- Strong understanding of tender eligibility criteria, bid documentation, and compliance requirements.
- Proficiency in MS Office, particularly Word, Excel, and PowerPoint.
- Working knowledge of PDF editing, document merging, conversion, and formatting tools.
- Excellent organizational, documentation, coordination, and time-management skills.
- High attention to detail and the ability to manage multiple tenders simultaneously.




- Ability to work under tight deadlines while maintaining accuracy and confidentiality.

Preferred Skills
- Experience with CPPP, GeM, State e-Procurement Portals, MSTC, NIC, and other tendering platforms.
- Experience in tenders related to advertising campaigns, digital marketing, events, exhibitions, media planning, branding, and creative services.
- Familiarity with EMD, bid security, tender fees, technical evaluation, financial bids, and commercial compliance.
- Knowledge of DSC registration, renewal, and usage for online tender submissions.
- Experience coordinating with government departments, public sector undertakings (PSUs), corporate procurement teams, and private organizations.

Key Competencies
- Strong attention to detail
- Excellent documentation and communication skills
- Effective coordination and follow-up
- Deadline management and prioritization
- Problem-solving and analytical skills
- Accuracy in data entry and document preparation
- Ability to work independently and collaboratively

Performance Expectations
- Timely and accurate submission of all assigned tenders.
- Complete adherence to tender requirements and submission guidelines.
- Effective tracking of deadlines, amendments, and tender updates.
- Proper maintenance of tender records and documentation.
- Efficient coordination with internal teams to ensure submission readiness.

Ideal Candidate ProfileThe ideal candidate is an organized, dependable, and detail-oriented professional with hands-on experience in end-to-end tender management. The candidate must be comfortable navigating e-procurement portals, preparing complex bid documentation, coordinating with multiple departments, and ensuring that every submission is complete, compliant, and submitted within the prescribed deadline. Candidates with prior experience in Advertising, Digital Marketing, Event Management, Media, or Creative Agencies will be preferred, with relevant agency experience being mandatory.

Company DescriptionVentures Communications specializes in providing cost-effective, results-driven advertising and marketing solutions to clients across various industries. As a trusted brand partner, the company focuses on addressing client needs with logical and responsible strategies.

Ventures

Communications is dedicated to developing impactful strategies and ad campaigns that are both budget-conscious and timely. The company prides itself on delivering value through enthusiasm, innovation, and prompt execution.

📌 Senior Tender Executive (Mumbai)
🏢 Ventures Communications
📍 Mumbai