Bid Specialist

Role & responsibilities

1. Tender Process Management

• Opportunity Tracking:

  Proactively search and identify relevant tender opportunities on government portals (e.g., GeM), e-procurement sites, and other platforms.

• Analysis and Strategy:

  Analyze Invitation to Tender (ITT), Request for Proposal (RFP), or Request for Quotation (RFQ) documents to understand the scope, technical specifications, commercial terms, and compliance requirements.

• Internal Coordination:

  Serve as the central point of contact, coordinating inputs from technical, finance, legal, sales, and operations departments to gather all necessary information and sign-offs.

• Deadline Management:

  Create and track a detailed tender timeline, ensuring all internal contributors and review stages meet critical deadlines.

• Submission:

  Manage the final submission process, ensuring all documents are correctly formatted, signed, complete, and submitted on time via the specified online or physical method.

2. Tender Document & Proposal Preparation

• Document Compilation:

  Prepare, compile, and format all required tender documents, including technical bids, commercial bids, pre-qualification documents (PQC/PQR), and supporting attachments.

• Content Writing/Editing:

  Draft compelling and clear content for non-technical sections, and review/edit content provided by technical Subject Matter Experts (SMEs) to ensure consistency, clarity, and alignment with the bid strategy.

• Compliance Check:

  Conduct a meticulous review of the final document set to ensure 100% compliance with all client requirements, statutory regulations, and company policies.

• Documentation Archival:

  Maintain a systematic, organized, and secure library of all tender documents, records, submissions, and outcomes for future reference and audits.

3. Presentation Preparation

• PPT Development:

  Develop high-quality, professional, and visually appealing PowerPoint (PPT) presentations for client bid-defence meetings, internal strategy reviews, and final contract negotiations.

• Key Message Integration:

  Ensure the presentation effectively communicates the core proposal, key winning themes, and value proposition, aligning with the information in the tender document.

Preferred candidate profile

Essential Qualifications

• Bachelor's degree in Business Administration, Commerce, Engineering, or a related field.

• 5+ years

  of proven experience in a Tender/Bid Management, Documentation, or Procurement role.

Core Skills

• Exceptional Written and Verbal Communication:

  Ability to write clear, persuasive, and grammatically correct proposal content.

• Attention to Detail:

  Meticulous approach to reviewing complex documents, figures, and legal terms to ensure zero errors and full compliance.

• Project Management/Organizational Skills:

  Proven ability to manage multiple complex projects simultaneously under strict and often tight deadlines.

• Proficiency in MS Office Suite:

  Expert level in

  MS Word

  (document formatting and style),

  MS Excel

  (cost compilation and data analysis), and

  MS PowerPoint

  (professional presentation design).

• Process and Compliance Knowledge:

  Strong understanding of the complete tender lifecycle, e-tendering portals, procurement rules, and legal/commercial terms.

• Teamwork and Coordination:

  Ability to liaise effectively with cross-functional teams and external stakeholders.