Tender Executive

Job Summary:

The Tender Executive is responsible for identifying, preparing, and submitting tenders, bids, and proposals for facility management and manpower outsourcing services. The role requires close coordination with clients, internal departments, and management to ensure accurate, timely, and competitive tender submissions.

Key Responsibilities:

1. Tender Identification & Tracking

• Regularly monitor tender portals (e.g., GeM, CPPP, eProcure, state portals, private portals).
• Identify relevant tenders for housekeeping, security, technical maintenance, horticulture, and other facility management services.
• Maintain a tracker for live and upcoming tenders.

2. Tender Documentation & Submission

• Study tender documents, scope of work, and eligibility criteria thoroughly.
• Coordinate with internal teams (HR, Finance, Operations) to gather required documents.
• Prepare technical and financial bid documents as per tender requirements.
• Ensure timely submission of bids (online and offline).

3. Costing & BOQ Preparation

• Assist in preparing BOQs, rate analysis, and costing sheets based on manpower and material requirements.
• Coordinate with the finance and operation teams for final pricing approval.

4. Compliance & Documentation

• Ensure all company documents such as GST, PAN, EPF, ESIC, balance sheets, work orders, and experience certificates are up to date.
• Maintain tender-related files (soft and hard copies) for audit/reference purposes.

5. Post Tender Activities

• Follow up on bid status, attend technical and financial bid openings.
• Support in preparing clarifications, presentations, or additional documents as requested by clients.
• Maintain records of awarded, lost, or cancelled tenders.

6. Coordination & Reporting

• Communicate with clients for tender-related queries and updates.
• Prepare MIS reports and tender status updates for management review.
• Support business development team in identifying potential clients and tenders.

Skills & Competencies:

• Good understanding of facility management / manpower outsourcing industry.
• Knowledge of tender portals and e-procurement processes.
• Strong MS Excel and Word skills.
• Detail-oriented with good documentation and communication skills.
• Ability to work under deadlines and handle multiple tenders simultaneously.
• Experience attending

  pre-bid meetings

  and handling client clarifications
• Good

  client relationship management and client laisoning networking skills

Qualification & Experience:

• Graduate / Postgraduate in any discipline (Commerce / Management preferred).
• 2 to 5 years of experience in tendering, preferably in facility management / service industry.
• Experience with government and private tenders will be an added advantage.