Quotation & Tender Executive

Job Description Quotation & Tender Executive

Company: Vepolink Technologies LLP

Department: Sales & Business Development / Tendering

Reports To: Assistant Sales Manager (ASM) / Sales Manager

Experience Required: Minimum 2 years (Mandatory experience in product-sector

tender applications)

Location: Gurugram or as per company requirements

About Vepolink Technologies LLP

Vepolink is a leading provider of advanced water and wastewater analytics,

monitoring, and treatment solutions, powered by IoT-based instrumentation,

automation, and cloud intelligence.

With 300+ industrial clients, globally certified products, and high-performance

systems, Vepolink enables industries to achieve real-time monitoring, compliance,

and operational excellence.

Joining Vepolink means becoming part of a fast-growing, innovation-driven

organization that values expertise, ownership, and performance.

Role Overview

The Quotation & Tender Executive is a key contributor to Vepolinks business growth.

The role involves preparing quotations, managing end-to-end tender submissions,

developing BOQs, coordinating vendor pricing, and supporting the sales team with

accurate commercial documentation.

This is an excellent opportunity for candidates who have strong tendering knowledge,

costing experience, and a solid understanding of product-sector workflows.

Key Responsibilities

1. Tender Identification & Submission

• Identify, evaluate, and track relevant tenders, RFPs, RFQs, and EOIs from

government and private portals.

• Prepare and compile complete tender documentation including technical,

commercial, and administrative sections.

• Ensure accurate submission as per tender specifications with all required

supporting documents.

• Coordinate with internal teams to prepare technical proposals, compliance

sheets, and product details.

• Prepare accurate BoQs (hardware, software, services) based on scope of work.

• Handle both online and offline tender submissions within deadlines.

2. Quotation Preparation & Costing

• Prepare customized quotations based on customer requirements and vendor

inputs.

• Collaborate with Finance/Accounts team for costing, GST structure, pricing

strategy, and margins.

• Convert technical and costing inputs into professional quotation formats.

• Maintain updated pricing sheets, costing trackers, and profitability templates.

3. Vendor Coordination & Negotiation

• Coordinate with vendors/OEMs for updated pricing, product specifications, and

delivery terms.

• Negotiate rates and commercial terms to achieve competitive pricing.

• Maintain a structured, updated vendor database with catalogues, price lists, and

rate agreements.

4. Customer Interaction & Support

• Understand customer requirements and propose suitable product/service

options.

• Coordinate product demos, presentations, and pre-sales discussions.

• Support customer-side commercial negotiations within company guidelines.

5. Internal Coordination

• Collaborate with Sales, Service, Technical, Operations, and Vendor teams for

inputs during tender preparation.

• Update management regarding pricing approvals, tender progress, and

negotiation status.

6. Database Management & Ageing Tracking

• Maintain updated records of:

• Submitted tenders
• In-progress tenders
• Won/lost tenders
• Quotation pipeline status

• Track quotation ageing for:

• Pending approvals
• Follow-up reminders
• Quotation validity
• Vendor rate validity

• Prepare weekly/monthly dashboards and MIS reports for management and sales

teams.

7. Product & Market Knowledge

• Stay updated with industry product ranges, pricing trends, and competitor

offerings.

• Review product catalogues, specifications, and necessary certifications.

• Use technical documentation to prepare accurate BOQs and techno-commercial

proposals.

8. Documentation & Record Keeping

• Maintain organized digital and physical records of quotations, tenders, approvals,

vendor correspondence, and pricing details.

• Follow up with vendors, clients, and internal teams for pending information.

• Prepare MIS reports on tender submissions, win/loss ratio, and quotation

performance.

Required Skills & Competencies

• Strong understanding of BOQ preparation, costing models, and tendering

processes.

• Must have experience in product-based tendering (preferably water

management sector).

• Excellent communication, documentation, and negotiation skills.

• Proficiency in MS Excel, MS Word, PDF tools, and government tender portals

(GeM, e-Procurement).

• Ability to work under strict timelines with accuracy and ownership.

• Good analytical thinking and cross-functional coordination skills.

Educational Qualification

Acceptable:

• BA

• B.Com

• B.Sc

Not Acceptable:

• BBA