Tender Executive

Role & responsibilities

Job Summary:

We are looking for a Sr. Tender Executive cum Sales Coordinator to support our pharmaceutical sales team and this role combines responsibilities related to government/PSU tender processes with internal sales coordination, documentation, and client communication. The ideal candidate will ensure smooth coordination between sales, production, QA/QC, and logistics teams to meet manufacturing and dispatch timelines. The role involves follow-ups with internal and external stakeholders to ensure timely availability of materials and dispatches.

Key Responsibilities:

Tender Management:

• Identify and monitor relevant government, institutional, and PSU tenders (GeM, e Procurement portals, etc.).
• Coordinate with internal departments to collect and verify documents for tender submissions.
• Prepare and submit online/offline tender bids as per technical and commercial requirements.
• Maintain a database of submitted tenders, outcomes, and feedback for future reference.
• Ensure compliance with legal and organizational requirements in all tender-related activities.
• Conduct all activities on the Government e-Marketplace (GeM), including bid participation (General Bid, Custom Bid, BOQ Bid, RA Bid and product comparison like L1 making).
• GeM Tenders- Prepare & submit tender documents, manage product uploads, and handle representation submissions if technically disqualified.

Production & Material Follow-Up:

• Coordinate with the Plant to ensure manufacturing schedules are met 45-50 days in advance.
• Follow up for timely availability of API, Indents, Packaging Materials (Vials, Amps, Bottles, Tubes) ensuring they reach the plant within 7-10 days for smooth production.

Quality Assurance & Documentation:

• Follow up with QA & QC teams for COA (Certificate of Analysis), NABL reports, and tender-related documentation.

Logistics & Dispatch Coordination:

• Follow up with the Logistics Team to ensure on-time dispatches and accurate invoicing.
• Track courier details to ensure timely delivery of materials to customers.

Reporting & MIS:

• Prepare and maintain MIS Sales Reports for management review.
• Monitor and update order status, dispatches, and pending actions.

Plant Visits & On-Site Coordination:

• Visit the manufacturing plant when needed to help solve any issues and make sure everything runs smoothly.

Preferred candidate profile

• Strong Follow-Up & Negotiation Skills.
• Proficient in MS Office / MS Excel (MIS Reporting) and ERP systems.
• Excellent Communication & Multitasking Abilities.
• Knowledge of Pharmaceutical Manufacturing & Logistics.