Bidding Executive

Job Title: Bidding Executive

Location: Bhubaneswar

Department: Tender

Reports to: Manager

Employment Type: Full-time

Salary: Negotiable

Position Overview:

We are looking for a motivated and detail-oriented Bidding Executive to join our team. The ideal candidate will be responsible for managing the end-to-end bidding process for various projects. This role involves preparing and submitting high-quality bids and tenders, coordinating with internal teams, and ensuring timely responses to client requests. As a Bidding Executive, you will work closely with project teams, suppliers, and clients to ensure that bids are competitive, accurate, and in compliance with all requirements.

Key Responsibilities:

1. Bid Preparation and Submission:

• Review tender documents, drawings, specifications, and client requirements to understand the scope of work.
• Assist in the preparation and submission of competitive bids, including technical, commercial, and financial proposals.
• Ensure that all bid documents are complete, accurate, and in compliance with client specifications and deadlines.

1. Cost Estimation and Pricing:

• Assist in the preparation of cost estimates and pricing based on the scope of work and project requirements.
• Coordinate with suppliers, subcontractors, and internal teams to obtain quotes for materials, labor, and equipment.
• Ensure that cost estimates are competitive while meeting internal profitability and cost control objectives.

1. Coordination with Internal Teams:

• Work closely with project managers, engineers, procurement, and legal teams to gather necessary technical and commercial information for the bid.
• Ensure that all relevant information (e.g., specifications, qualifications, and company profile) is included in the tender submission.
• Coordinate with cross-functional teams to review and finalize bids before submission.

1. Document Management:

• Maintain an organized record of all tender submissions, including project scope, pricing details, correspondence, and contractual documents.
• Ensure proper documentation and filing for future reference or audits.
• Assist in preparing reports on bidding activities and results.

1. Bid Clarifications and Follow-ups:

• Respond to client queries and requests for clarifications during the tender process.
• Follow up with clients and stakeholders on submitted bids to confirm receipt and check on evaluation status.
• Support the team in organizing meetings and conference calls to discuss bid progress and clarifications.

1. Bid Tracking and Reporting:

• Track ongoing and upcoming tenders, ensuring deadlines are met and all required information is gathered and submitted on time.
• Monitor the status of submitted bids and report on the progress to senior management.
• Maintain a database of all submitted bids and their outcomes to improve future bid strategies.

1. Market Research and Competitor Analysis:

• Conduct research to understand industry trends, competitor bidding strategies, and market pricing.
• Assist in developing strategies to improve the competitiveness of future bids by analyzing past submissions and identifying areas for improvement.

1. Client Interaction:

• Communicate with clients, suppliers, and subcontractors to gather additional information and resolve issues related to tenders.
• Assist in developing and maintaining strong relationships with clients and other key stakeholders in the bidding process.

1. Administrative Support:

• Assist in administrative tasks related to the bidding process, such as preparing presentations, organizing files, and managing communications.
• Help ensure that all documentation required for audits or post-bid review is available and up to date.

Required Skills and Qualifications:

• Education:
• Bachelor’s degree in Business Administration, Engineering, Construction Management, or a related field. (or equivalent combination of education and experience).
• Experience:
• [1-3 years] of experience in bidding, tendering, or procurement roles, ideally within industries such as construction, engineering, manufacturing, or similar sectors.
• Exposure to the tendering and bidding process, including understanding of bid documentation and contract terms.
• Technical Skills:
• Proficiency in MS Office Suite (Excel, Word, PowerPoint).
• Familiarity with bidding or project management software (e.g., Procore, BidMaster, etc.) is a plus.
• Basic understanding of pricing and cost estimation methods for projects.
• Communication Skills:
• Strong verbal and written communication skills to prepare clear and professional bid documents, proposals, and reports.
• Ability to interact effectively with internal teams, clients, suppliers, and subcontractors.
• Organizational Skills:
• Strong attention to detail and ability to manage multiple bids simultaneously while meeting deadlines.
• Excellent organizational skills to maintain an efficient filing and documentation system.
• Time Management:
• Ability to prioritize tasks and work under tight deadlines in a fast-paced environment.
• Flexibility and adaptability to work on multiple bids at the same time.
• Analytical Skills:
• Ability to analyze technical documents, client requirements, and cost data to produce competitive bids.
• A keen eye for detail to ensure accuracy in all aspects of bid preparation and submission.

Preferred Qualifications:

• Experience in a specific industry such as construction, engineering, or manufacturing is advantageous.
• Understanding of construction or engineering terminology and project documentation.
• Familiarity with tendering processes and legal or contractual terms related to bid submissions.

Why Join Us?

• Competitive Salary & Benefits: We offer a competitive salary, benefits, and performance-based incentives.
• Growth Opportunities: Be part of a dynamic, growing team and gain exposure to diverse and challenging projects.
• Professional Development: We support your career development through training, certifications, and opportunities for advancement.