Government Bidding Tracking & Filing Specialist

Role & responsibilities

Tender Identification & Tracking

• Continuously monitor and identify relevant government tender opportunities on GeM portal, e-procurement portals (eProcure.gov.in), and other government tender platforms
• Track tender release dates, submission deadlines, and tender opening schedules
• Maintain a live tender tracker with status updates (floated, bid submitted, pre-qualification pending, awarded, etc.)
• Create daily/weekly tender opportunity reports for management review
• Shortlist tenders based on company's business vertical and bidding capability
• Prepare executive summaries of tender opportunities with key highlights and business fit analysis

Tender Document Preparation & Filing

• Receive and analyze tender documents to understand scope of work, technical specifications, and bid requirements
• Create comprehensive checklists of all tender requirements (technical, commercial, and compliance documents)
• Coordinate with relevant departments (technical, finance, operations) to gather necessary documentation
• Prepare and compile tender documents in required formats (PDF, XLS, etc.)
• Ensure all documents comply with tender instructions regarding formatting, font, logo, and submission requirements
• Maintain organized physical and digital tender filing system for easy retrieval and audit trails
• Prepare tender acknowledgment receipts and maintain submission records

Pre-Qualification Criteria (PQC) Compliance & Documentation

• Conduct thorough analysis of PQC requirements for each tender
• Prepare detailed PQC compliance sheets listing all required documents and eligibility parameters
• Verify company's eligibility against PQC (turnover, past experience, certifications, etc.)
• Compile required supporting documents, including:
• Company registration certificates and partnership deeds
• GST and PAN certificates
• Udyam/MSME certificates (if applicable)
• Income Tax Returns (last 3 years)
• Audited financial statements and balance sheets
• Work orders and completion certificates from past projects
• Bank solvency certificates
• Performance bonds and financial capacity documents
• Experience certificates from clients
• Prepare notarized copies of documents as required by the tender.
• Flag any eligibility gaps and recommend corrective actions

Tender Data Management & Reporting

• Maintain comprehensive MIS (Management Information System) reports on tender status
• Create competitive bidder comparison sheets and analysis
• Prepare tender outcome reports (won/lost/no-bid analysis)
• Develop trend analysis of tender opportunities by category, department, and location
• Track EMD (Earnest Money Deposit) submissions and refund status
• Maintain vendor/bidder registration records on various government portals
• Generate monthly/quarterly reports on bidding pipeline, success rates, and market intelligence
• Update CRM or tender management system with all bid-related information

Online Tender Portal Management

• Possess in-depth knowledge of GeM portal operations, bid plus functions, and compliance module
• Register and maintain company profiles on relevant government e-procurement platforms
• Upload/submit documents on online tender portals before deadlines
• Verify successful document uploads and obtain submission confirmation
• Monitor tender amendments and publish notifications to relevant stakeholders
• Manage digital signature certificates for tender submissions
• Track tender status updates on portals post-submission

Stakeholder Coordination

• Liaise with government departments for vendor registration approvals and renewals
• Coordinate with legal department for compliance and contractual matters
• Follow up with accounts department for EMD/tender fee arrangements
• Communicate with OEMs and vendors for technical information and certifications
• Attend pre-bid meetings, tender opening meetings, and post-bid meetings as required
• Maintain professional relationships with government procurement officials
• Address queries and clarifications during tender process

Documentation & Compliance

• Ensure all tender submissions comply with regulatory, legal, and government requirements
• Maintain auditable records of all tender activities, communications, and decisions
• Prepare document control registers and maintain version control
• Prepare signed compliance statements confirming acceptance of tender terms
• Create and maintain checklists for each tender submission
• Archive completed tender files as per organizational policy
• Prepare certificates of non-blacklisting, non-debarment, and legal standing

Key Skills & Competencies

Technical Skills

• Government Portal Expertise:

  Advanced knowledge of GeM, eProcure.gov.in, and other government e-tendering platforms

• MS Office Proficiency:

  Expert-level Excel, Word, and PowerPoint skills

• Data Management:

  Ability to create and manage complex spreadsheets and MIS reports

• Document Management:

  Strong organizational and document filing capabilities

• PDF & File Management:

  Ability to scan, convert, and manage document formats

Soft Skills

• Attention to Detail:

  Meticulous approach to ensure zero errors in tender submissions

• Time Management:

  Ability to manage multiple tenders simultaneously with strict deadline adherence

• Communication:

  Excellent written and verbal communication in English (Hindi advantage)

• Organization:

  Systematic approach to filing, tracking, and retrieval of tender documents

• Problem-Solving:

  Proactive identification and resolution of compliance issues

• Reliability:

  Consistent and dependable performance on critical deadlines

• Learning Aptitude:

  Willingness to learn new portals, procedures, and regulations

Preferred candidate profile

Education

• Bachelor's degree from a recognized university (any discipline)
• B.Com, MBA in Business Administration, or related field preferred
• Certification in procurement or supply chain management (desirable)

Physical & Technical Requirements

• Strong computer proficiency and comfort with digital systems
• Ability to work on multiple documents and portals simultaneously
• Comfortable with long hours of documentation work