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Sales Support & Tender Executive
The Tender Management Executive will be responsible for identifying, coordinating, preparing, and submitting tenders through various government and institutional procurement platforms. The role requires strong documentation management, compliance monitoring, cross-functional coordination, and timely execution of all tender-related activities.
Key Responsibilities
1. Tender Identification & Participation
Monitor and identify tender opportunities through:
GeM (Government e-Marketplace)
State Government Tender Portals
DRDO and Defence Procurement Portals
Central Government Tender Portals
PSU Tenders
Research Institutes, Medical Colleges, Universities, and Government Organizations
Review eligibility criteria, tender requirements, and submission timelines.
Participate in pre-bid meetings and clarification discussions where required.
2. Tender Documentation Preparation
Prepare complete tender documentation as per tender requirements.
Review tender specifications, terms and conditions, compliance requirements, and commercial conditions.
Prepare technical compliance sheets and commercial bid documents.
Ensure all supporting documents are accurate and submitted before deadlines.
3. GeM & E-Tender Portal Management
Manage tender participation and submissions through GeM and other e-procurement portals.
Upload technical bids, commercial bids, compliance documents, brochures, certificates, and supporting documents.
Track tender status, corrigendums, and buyer communications.
Maintain portal registrations and credentials.
4. Company Legal & Compliance Documentation
Maintain and update company legal documents, including:
- GST Certificate
- PAN Card
- MSME Certificate
- Incorporation Certificate
- ISO Certifications
- OEM Authorizations
- Company Profile
- Financial Statements
- Other statutory and regulatory documents
Ensure all documents are valid and readily available for tender submissions.
5. Coordination with Internal Teams
Coordinate with Management, Sales Teams, Product Managers, Finance, Operations, Logistics, Technical Support, and Service Teams.
Collect technical specifications, pricing approvals, compliance information, delivery commitments, and supporting documents.
Obtain approvals from management for pricing and commercial submissions.
6. Financial & Banking Coordination
Coordinate with the Finance Team for:
- Tender Fee Payments
- Earnest Money Deposits (EMD)
- Bid Security
- Performance Bank Guarantees (PBG)
- Bank Guarantees (BG)
- Security Deposits
- Financial Certificates and CA Documents
Ensure all financial requirements are completed before submission deadlines.
7. Tender Submission & Logistics
Ensure timely submission of tender documents through online portals.
Arrange physical tender submissions wherever required.
Coordinate dispatch of tender documents through courier services.
Maintain records of dispatch acknowledgements and submissions.
Ensure all documents are complete, signed, stamped, and submitted correctly.
8. Post-Tender Activities
Track tender opening dates, evaluation stages, and award status.
Follow up with clients regarding clarifications and evaluation updates.
Coordinate with internal teams for order processing after tender award.
Maintain records of won, lost, and pending tenders.
9. MIS, Reporting & Database Management
Maintain tender trackers, bid submission records, and management reports.
Generate monthly and quarterly reports on:
- Tender participation
- Tender success rate
- Pending submissions
- Awarded contracts
Maintain digital and physical records for future reference and audits.
10. Additional Responsibilities
Maintain confidentiality of pricing and commercial information.
Coordinate with OEMs and principals for authorization letters and supporting documents.
Ensure compliance with company policies and procurement regulations.
Handle customer communications related to tender requirements.
Maintain readiness of all standard tender documentation for immediate submission.
Support contract execution activities after award of tenders.
Continuously monitor tender opportunities and market intelligence to improve business participation.
Required Skills
1. Experience in GeM and Government Tender Portals.
2. Strong documentation and compliance management skills.
3. Knowledge of procurement and tendering processes.
4. Good communication and coordination abilities.
5. Strong analytical and organizational skills.
6. Proficiency in MS Excel, MS Word, PDF documentation, and online procurement portals.
7. Ability to work under strict deadlines and manage multiple tenders simultaneously.