Tender Executive

Role of a Tender Executive:

The Tender Executive plays a crucial role in managing the full lifecycle of tendersfrom identifying opportunities to submitting bids—ensuring that the organization participates in competitive tenders effectively and in compliance with all legal and organizational requirements.

Key Responsibilities:

1. Tender Identification & Tracking

   
   
• Monitor various tender portals (e.g., CPP, GEM, E-procurement) and publications.
  
• Shortlist relevant tenders based on company’s business domain.
  

2. Tender Documentation

   
   
• Collect, prepare, and format all documents required for tender submission.
  
• Coordinate with finance, technical, legal, and operations teams for input.
  

3. Tender Submission

   
   
• Fill out tender forms and upload documents on portals within deadlines.
  
• Ensure all technical, commercial, and statutory requirements are met.
  

4. Compliance & Accuracy

   
   
• Double-check BOQs, eligibility documents, certificates, and EMD/BG formats.
  
• Ensure that all documentation follows client and legal guidelines.
  

5. Liaison & Coordination

   
   
• Communicate with tendering authorities, vendors, and internal departments.
  
• Resolve queries related to bids or document clarification.
  

6. Post-Submission Follow-Up

   
   
• Track bid status, attend pre-bid meetings, and respond to queries.
  
• Maintain records of submissions and tender results.
  

7. Reporting

   
   
• Prepare reports on submitted tenders, upcoming bids, and results.
  
• Maintain and update the tender log sheet/database.
  

Key Skills of a Tender Executive:

1. Tender Portal Expertise

   
   
• Knowledge of government e-procurement portals (e.g., CPPP, GEM, E-Tender, NTPC, ONGC, etc.)
  
• Experience with online document submission and digital signatures.
  

2. Documentation & Compliance

   
   
• Strong understanding of tender documentation (eligibility, technical, financial).
  
• Ability to ensure complete and error-free submissions.
  

3. Attention to Detail

   
   
• Accuracy in preparing BOQs, certificates, and bid forms.
  
• Ability to spot and correct inconsistencies before submission.
  

4. Time Management

   
   
• Work under strict deadlines with multiple tenders running simultaneously.
  
• Prioritize urgent tenders while tracking upcoming opportunities.
  

5. Coordination & Communication

   
   
• Interact with internal teams (finance, legal, technical) for document collection.
  
• Liaise with external clients or authorities for clarification or queries.
  

6. Analytical Thinking

   
   
• Analyze tender requirements and assess bid feasibility.
  
• Compare bid conditions, pricing structures, and competitors (if available).
  

7. Computer Proficiency

   
   
• Skilled in MS Office (especially Word, Excel, PDF editing).
  
• Experience in scanning, PDF conversion, and email communication.
  

8. Commercial Knowledge

   
   
• Basic understanding of taxation, financial formats (turnover, net worth, etc.).
  
• Knowledge of EMD (Earnest Money Deposit), BG (Bank Guarantee), etc.
  

9. Problem-Solving

   
   
• Handle tender errors, missing documents, or urgent corrections calmly.
  
• Find quick solutions to system issues or bid queries.
  

10. Confidentiality & Ethics

    
    

• Handle sensitive bid information responsibly and ethically.

  Role & responsibilities

Preferred candidate profile