Tendering Specialist

Company Description

SS Information Systems Private Limited is a leading IT system integration and outsourced business services provider with extensive reach across South India. Partnering with major OEMs like DellEMC Technologies, VMware, IBM, Microsoft, and Cisco, the company provides comprehensive solutions across diverse industries, including Retail Banking, Insurance, Telecom, Public Sector Units, and Government segments. Its services encompass application solutions, IT infrastructure management, system integration, and IT training businesses. SS Information is committed to offering innovative, end-to-end solutions, striving to become the top-ranked provider for best-in-class infrastructure management services. With a focus on excellence, the company continues to expand its high-value offerings to meet client needs across various vertical and horizontal markets.

Role Description

This is a full-time on-site role for a Tendering Specialist based in Chennai. The Tendering Specialist will manage tender operations, analyze tender requirements, prepare and submit proposals, and oversee the procurement processes. The role involves collaborating closely with multiple teams, maintaining accurate records of tenders, and ensuring compliance with organizational and regulatory guidelines. Additional responsibilities include using analytical skills for cost estimation and maintaining effective communication with internal and external stakeholders.

Key Responsibilities:

Tender Preparation & Submission:

1. Tender Identification:

2. Monitor tender portals, government websites, and private platforms to identify relevant opportunities.

3. Documentation & Compliance:

4. Analyze tender documents, RFPs, RFQs, and EOI to ensure understanding of technical, commercial, and financial requirements.

5. Prepare all necessary documents, including company profiles, certificates, compliance statements, and pricing sheets.

6. Coordination:

7. Collaborate with internal teams (sales, technical, finance) to gather data and prepare responses.

8. Coordinate with OEMs and distributors for necessary authorizations, specifications, and pricing.

9. Submission:

10. Ensure timely submission of tenders in both online and offline formats, adhering to strict deadlines.

Pricing & Cost Analysis:

• Work with the sales and procurement teams to analyze product pricing, margins, and cost structures to ensure competitive yet profitable bids.
• Conduct risk analysis to ensure no hidden liabilities in pricing.

Relationship Management:

• Build and maintain relationships with government bodies, PSUs, and corporate clients.
• Liaise with vendors, distributors, and OEMs to ensure product availability, pricing support, and approvals.

Post-Submission Activities:

• Handle clarifications, presentations, or negotiations as requested by tender authorities.
• Follow up on tender results and maintain a database of awarded and pending tenders.

Compliance & Record-Keeping:

• Maintain accurate records of all tenders, bids, and submissions.
• Ensure adherence to legal and statutory regulations, including GST, MSME benefits, and other compliance factors.

Key Skills & Competencies:

• Strong understanding of IT hardware and system integration products like desktops, laptops, servers, storage, UPS, and software.
• Familiarity with tender processes, online bidding portals (e.g., GEM, NIC), and procurement rules.
• Excellent communication, coordination, and documentation skills.
• Strong attention to detail and the ability to work under pressure to meet tight deadlines.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and tender-related tools or platforms.
• Analytical mindset for pricing, costing, and risk assessment.

Qualifications & Experience:

• Education:
  Bachelor's degree in Business Administration, IT, Computer Science, or a related field.
• Experience:
• 2–5 years of experience in tendering or bidding, preferably in the IT hardware or system integration industry.
• Prior experience in handling government tenders, GEM, E portal, RFQs, and RFPs is a must.