Senior Manager Documentation - Tender

Job Title: Senior Documentation Manager – Tenders

Location:

Role Summary

Responsible for managing, reviewing, and delivering all tender-related documentation for government, PSU, defence, education, and institutional textile requirements. Ensures timely, compliant, and accurate submission of technical and commercial documents, supporting the sales team in winning large-volume textile tenders.

Key Responsibilities

1. Tender Documentation & Submission

• Lead end-to-end preparation and submission of tender documents for institutional textile orders (uniforms, fabrics, workwear, hospital linen, etc.).
• Prepare and review technical bids, eligibility documents, compliance sheets, BOQs, declarations, and commercial formats.
• Ensure 100% adherence to tender specifications related to GSM, fabric composition, testing standards, certifications, and quality norms.

2. Coordination & Data Gathering

• Coordinate with manufacturing units, QA/QC, procurement, costing, R&D, logistics and finance to collect technical data, cost sheets, fabric specs, test reports, and certifications.
• Partner with the Sales & Business Development team to ensure alignment of technical documentation with pricing and delivery commitments.

3. Compliance & Quality Assurance

• Verify documents for accuracy, completeness, and compliance with customer and statutory requirements (BIS, ISO, third-party testing).
• Maintain standardized templates, checklists, and SOPs for tender documentation.
• Ensure timely submission across e-tendering platforms (GeM, CPPP, state portals).

4. Documentation Control & Repository Management

• Maintain a centralized library of company profile, product catalogues, test certificates, past performance records, customer approvals, production capabilities, and annual financial statements.
• Update technical data sheets, fabric description formats, and capability presentations regularly.

5. Process Improvement & Reporting

• Build automated documentation processes to reduce turnaround time.
• Track tender calendars, submission timelines, pending documentation, and success ratio.
• Train junior team members on documentation best practices.

Skills & Competencies

• Strong understanding of textile specifications, quality parameters, and institutional tender requirements.
• Excellent drafting, formatting, proofreading, and documentation skills.
• Ability to handle high-volume, multi-portal tenders with strict deadlines.
• Proficiency in MS Office, PDF tools, and e-procurement portals.
• Strong coordination and follow-up skills.

Experience & Qualifications

• Graduate/Postgraduate (Preferred: Textile, Business, Commerce, or related fields).
• 6–12 years of experience in Tender Documentation / Institutional Sales Support / Technical Documentation.
• Experience with textile tenders or large institutional/PSU orders is highly preferred.