Tender Executive (Events)

Job Summary:

The Tender Executive (Field) will be responsible for identifying, collecting, and submitting tender opportunities in the events and experiential marketing industry. This role involves field visits to government departments, PSUs, private organizations, and ministries to obtain tender documents, build relationships, and ensure timely submission of proposals in compliance with requirements.

Key Responsibilities:

• Tender Identification & Collection

• Visit government departments, ministries, PSUs, and corporate offices to collect and study tender notices.
• Maintain updated knowledge of relevant e-portals and tendering platforms.
• Track and report new tender opportunities in the events sector.

• Tender Documentation & Submission

• Collect tender forms, EMD (Earnest Money Deposit) details, and technical/financial bid requirements.
• Coordinate with internal teams (accounts, production, creative, sales) for compiling documents.
• Ensure proper documentation, stamping, and submission (online/offline) before deadlines.

• Compliance & Coordination

• Verify legal, statutory, and financial documents required for tender submission.
• Coordinate with banks, notaries, and other authorities for affidavits, guarantees, and certifications.
• Follow up with departments regarding submitted tenders and updates.

• Relationship Management

• Build rapport with officials in government and private organizations.
• Act as the company’s representative during pre-bid meetings and clarification sessions.

• Reporting & Administration

• Maintain a database of all tenders collected, submitted, won, and lost.
• Submit daily/weekly reports of field activities and tender status to management.
• Assist management in preparing presentations and MIS related to tenders.

Requirements:

• Graduate in Business Administration, Commerce, or related field.
• 3-5 years of experience in tendering, liaisoning, or business development (experience in events/advertising industry preferred).
• Knowledge of e-tendering portals, government procurement processes, and contract documentation.
• Good communication and networking skills with ability to interact with officials confidently.
• Willingness to travel frequently for fieldwork.
• Proficiency in MS Office (Word, Excel, PowerPoint).