Tender Executive

3 days ago

Gurgaon, Haryana, India Univlabs Full time ₹ 6,00,000 - ₹ 18,00,000 per year

Job Title: Tender Executive

Job Overview:

We are seeking an experienced Tender Executive to manage and oversee all aspects of the tendering and bidding process. The successful candidate will be responsible for preparing, coordinating, and submitting tenders in accordance with both customer and legal requirements. The role will also require effective collaboration with multiple departments, ensuring timely and successful submissions, while maintaining high standards of quality and consistency.

Key Responsibilities:

Tender Management and Coordination:

  1. Tender Work: Oversee and manage the complete tender process from initiation to submission.
  2. Legal Documentation: Ensure all required legal documentation related to tenders is completed, including contracts, compliance forms, and certificates.
  3. Quotation Preparation: Prepare accurate and competitive quotations as part of the tender submission process.
  4. Bid Document Preparation: Coordinate, prepare, and compile all required bid submission documents, including tender questionnaires and pre-qualification documents.
  5. Cross-department Coordination: Organize and mobilize all departments involved in tendering and bidding activities. Ensure that necessary information is gathered for contract review.

Tender Submission and Compliance:

  1. Vetting and Tracking Tenders: Vet incoming tenders, ensuring proper documentation, noting tender due dates, project timelines, and submission instructions/requirements.
  2. Tender Information Collection: Collate relevant tender information from various sources, including online search engines, industry reports, and market intelligence.
  3. Tender Submission Deadline Management: Monitor and ensure strict adherence to submission deadlines, ensuring timely submission by managing the checking, binding, packing, and preparation of outgoing tender submissions.
  4. Standardization of Submissions: Ensure that tender submissions meet customer specifications and are consistent in terms of format, font, logos, and other submission requirements.

Relationship Management and Communication:

  1. Collaboration with Commercial Department: Assist the commercial department in fostering and maintaining positive relationships with both existing and potential associates/customers.
  2. Pre-Bid Meetings: Attend and actively engage in pre-bid meetings to gather essential project details and specifications.
  3. Demonstration Follow-ups: Follow up with departments to schedule and ensure successful demonstrations for potential clients or project stakeholders.

Regional and National Tender Coordination:

  1. Central and State Tender Coordination: Take responsibility for coordinating and preparing tenders for both central and state-level opportunities.
  2. Pan India Coordination: Work with departments across India to collect tender leads and ensure that all potential opportunities are identified and captured.

Qualifications and Skills:

  • Education: Bachelors degree in Business Administration, Engineering, or related field (or equivalent experience).
  • Experience: Minimum of 3years in tendering, bidding, or commercial contract management.

  • Skills:

  • Strong understanding of tender processes, submission requirements, and legal documentation.

  • Excellent communication and negotiation skills.
  • Attention to detail, ensuring high-quality and error-free submissions.
  • Ability to work in a team and collaborate across departments.

  • Strong organizational and time management skills to meet deadlines.

  • Technical Skills:

  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint).

  • Familiarity with tender management software (preferred but not essential).

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