Tender Executive

**Job Purpose**:
The Tender Executive will be responsible for identifying, preparing, and managing all tendering and bidding activities for the organization. This role involves coordinating cross-functional teams to ensure accurate, compliant, and timely submission of proposals, maintaining vendor registrations, and overseeing all post-award activities including contract execution, inspection coordination, and payment follow-up.

** Key Responsibilities**

** Tender Identification and Proposal Development**

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Tender Sourcing & Vetting**: Proactively identify and monitor procurement portals, government tenders, and online bidding platforms for relevant RFPs, RFQs, and EOIs.

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Bid Preparation & Submission**: Manage the end-to-end preparation of technical and commercial proposals, ensuring all documentation is accurate, complete, and submitted within deadlines.

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Compliance Assurance**: Ensure that all bid submissions comply with client requirements and internal policies.

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Financial Instruments**: Coordinate preparation and submission of Earnest Money Deposits (EMD), Performance Bank Guarantees (PBG), and related financial securities.

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Cross-Functional Coordination**: Liaise with internal departments (Sales, Finance, Operations, Technical) to compile tender inputs and ensure alignment with customer requirements.

**Vendor Qualification and Contract Execution**:
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Vendor Registration**: Lead the process for vendor registration and pre-qualification on client procurement portals.

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Documentation Management**: Maintain updated records of company credentials, licenses, certifications, and statutory documents required for tender participation and vendor onboarding.

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Inspection Coordination**: Serve as the primary contact for client or third-party inspections (e.g., Pre-Dispatch Inspection - PDI).

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Audit & Compliance**: Coordinate audit readiness by ensuring all packaging, labeling, and documentation (CoA, test reports, etc.) meet contractual and regulatory standards.

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Non-Conformance Resolution**: Record and monitor non-conformities raised during inspections and collaborate with technical teams for timely corrective action.

**Post-Award Management and Financial Follow-Up**:
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Contract Negotiation & Clarifications**: Support participation in pre-bid meetings, technical clarifications, and contract negotiation discussions.

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Invoice & Payment Tracking**: Monitor invoice submissions and proactively follow up with clients to ensure timely payments in accordance with agreed terms.

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Dispute Management**: Investigate and resolve financial or documentation-related discrepancies that could delay payments or contract closure.

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Reporting**: Maintain comprehensive reports on tender activity, bid success rates, pipeline status, and receivables performance.

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Contract Closure**: Ensure timely release and closure of all financial securities (PBGs, EMD refunds) after contract completion.

**Key Skills & Competencies**:

- Strong understanding of tendering procedures, government procurement processes, and bid management.
- Excellent attention to detail and document management skills.
- Strong coordination and communication skills to manage multiple stakeholders.
- Proficiency in MS Office (Excel, Word, PowerPoint) and experience with e-tendering portals.
- Ability to handle multiple tenders simultaneously under tight deadlines.
- Analytical thinking and problem-solving abilities

**Requirements**:
**Education & Experience**:

- Education: Any graduate or post graduate

- Experience: 1-3 years of experience in tendering, proposal management, or commercial operations (preferably in manufacturing, engineering, or EPC sectors).

**Benefits**:
PF and ESIC

Paid leaves

**Job Information**:
Date Opened
- 11/12/2025

Job Type
- Full time

Industry
- Chemicals

Work Experience
- 1-3 years

Salary
- 0 - 2.4 Lac

City
- Kolkata

State/Province
- West Bengal

Country
- India

Zip/Postal Code
- 700046