Tender & Bidding Specialist / Tender Executive

Company: Swaaha EMC Pvt Ltd.

Location: Mumbai–Pune Region, Maharashtra

Experience: 5–8 Years

Employment Type: Full-time

Department: Operations

About the Role

Swaaha Weddings & Experiences is looking for an experienced and proactive Tender & Bidding Specialist to manage end-to-end tendering activities for government and private-sector opportunities in the event management, hospitality, venue management, and related service industries.

The candidate will be responsible for identifying tender opportunities, preparing and submitting bids, managing documentation and licensing requirements, coordinating with relevant authorities, and maintaining strong professional relationships with government officials, clients, vendors, and other stakeholders.

The ideal candidate should possess excellent relationship management skills, robust knowledge of licensing and permissions, and the ability to independently manage multiple assignments within strict timelines.

Key Responsibilities

1. Tender Identification & Tracking

* Identify and monitor government and private-sector tenders across relevant locations, particularly within Maharashtra.
- Regularly monitor government portals, e-procurement platforms, GeM, corporate procurement portals, and other relevant tender websites.
- Evaluate tender eligibility, scope of work, documentation requirements, deadlines, and submission feasibility.
- Maintain an updated tender tracker covering deadlines, tender fees, EMD requirements, submission status, and outcomes.

1. Tender Documentation & Bid Management

* Independently prepare, compile, review, and submit all documents required for tender applications and bidding.
- Prepare technical bids, financial bids, quotations, proposals, declarations, undertakings, and compliance documents.
- Review tender conditions, eligibility criteria, technical specifications, and contractual requirements.
- Handle online registrations, e-tender submissions, document uploads, and physical submissions wherever applicable.
- Ensure complete, accurate, and timely submission of all tender documents.

1. Licensing, Permissions & Compliance

* Coordinate and manage licensing, registrations, permits, and statutory permissions required for events, venues, and related business activities.
- Liaise with relevant government departments, local authorities,



municipal bodies, and other regulatory agencies to obtain necessary approvals.
- Track application status, documentation requirements, renewal dates, and approval deadlines.
- Ensure that required licences and permissions are obtained within stipulated timelines and maintained as per applicable requirements.
- Coordinate internally to collect supporting documents and resolve licensing or compliance-related issues.

1. Relationship & Stakeholder Management

* Establish and maintain strong professional relationships with government officials, tender authorities, corporate clients, vendors, venue representatives, and other key stakeholders.
- Coordinate with relevant authorities and departments for tender-related clarifications, licensing, approvals, and documentation.
- Conduct regular follow-ups to ensure timely progress on tender submissions, applications, permissions, and approvals.
- Maintain effective communication and professional coordination with internal teams and external stakeholders.
- Build and maintain a network of relevant contacts to support business opportunities and operational requirements.

1. Documentation & Reporting

* Maintain an organized repository of company registrations, certificates, financial records, authorizations, licences, and other supporting documents.
- Track document validity, renewals, tender fees, EMDs, and compliance requirements.
- Prepare regular reports on tender opportunities, upcoming deadlines, licensing status, pending approvals, submissions, and outcomes.
- Maintain accurate records of tender submissions, official correspondence, licences, permissions, and approvals.

Required Qualifications & Experience
- 5–8 years of relevant experience in tender management, bidding, licensing, permissions, or related coordination activities.
- Proven experience managing government and private-sector tenders independently.
- Experience in event management, hospitality, venue management, exhibitions, conferences,



or related service industries will be preferred.
- Practical understanding of tender procedures, compliance documentation, licensing requirements, and statutory approvals.
- Strong relationship management, communication, coordination, and follow-up skills.
- Experience liaising with government departments, municipal authorities, corporate clients, and external stakeholders.
- Proficiency in MS Office, particularly Excel and Word, and relevant e-procurement platforms.

Mandatory Language Requirements

- Marathi: Excellent written and spoken proficiency, including reading, drafting, and understanding official documents.
- Hindi: Excellent written and spoken communication skills.
- English: Excellent written and spoken communication skills.

The candidate must be comfortable handling official correspondence and documentation in all three languages, with particular emphasis on strong Marathi reading and writing skills.

Location Requirements

- Candidates must be based within the Mumbai–Pune region.
- The role may require travel within Mumbai, Pune, and other locations as per business and tender requirements.

Key Skills & Competencies
- End-to-end tender and bid management
- Licensing, permits, and statutory approvals
- Relationship and stakeholder management
- Government liaison and coordination
- Documentation and compliance management
- Deadline management and attention to detail
- Strong communication and negotiation skills
- Proactive follow-up and problem-solving abilities

Key Performance Indicators

- Timely identification and submission of relevant tenders.
- Accuracy and completeness of tender documentation.
- Timely processing and follow-up of licences, permits, and approvals.
- Effective stakeholder relationships and coordination.
- Compliance with submission deadlines and applicable requirements.
- Accurate maintenance of tender, licensing, and approval records.

How to Apply

Interested candidates should share their updated CV highlighting their experience in tender management, government liaison, licensing, permissions, and relationship management.

Experience: 5–8 Years

Location: Mumbai–Pune Region

Languages: Marathi, Hindi, and English — excellent written and spoken proficiency required.

Pay: ₹40,000.00 - ₹60,000.00 per month

Work Location: In person

📌 Tender & Bidding Specialist / Tender Executive (Mumbai)
🏢 Swaaha EMC Private
📍 Mumbai