Tender Executive – GEM / E-Procurement (HVAC & Electrical)

Job Summary:

The Tender Executive (E-Procurement) is responsible for managing the complete tendering process, from identifying and evaluating opportunities to preparing and submitting bids and securing contracts. This role focuses on government and institutional tenders, including those related to HVAC projects, and involves extensive use of e-procurement platforms such as GeM and other online tendering portals. The position requires strong coordination with internal teams, compliance with procurement regulations, and effective stakeholder management to ensure successful bid outcomes.

Key Responsibilities:Tender Identification and Analysis

• Identify and evaluate relevant HVAC and related project tenders from various government and private e-procurement portals, including GeM, ISME, and client websites.
• Analyze tender documents to understand technical, commercial, and legal requirements.

Documentation and Preparation

• Prepare and compile all necessary bid documents, including technical specifications, financial proposals, and legal compliance documents.
• Ensure that all submissions meet tender guidelines, client specifications, and deadlines.

Coordination with Internal Teams

• Work closely with internal departments such as Engineering, Finance, Legal, and Operations to collect necessary inputs for tender submissions.
• Coordinate technical details for HVAC system tenders, ensuring accurate representation of capabilities and project experience.

E-Procurement Platform Management

• Manage tender submissions through e-procurement platforms like GeM, ISME, and other government portals.
• Upload, track, and update bid information online, ensuring timely submission and compliance with procedural requirements.

Compliance and Due Diligence

• Ensure that all tenders adhere to government procurement laws, policies, and documentation standards.
• Track bid progress, submission timelines, and follow-up actions post-submission.

Stakeholder Management

• Maintain strong relationships with government clients, vendors, and partners.
• Handle correspondence, provide bid clarifications, and support post-tender negotiations and documentation.

Market Research and Strategy

• Conduct market research to monitor competitor activities, pricing trends, and new government procurement policies.
• Assist in developing pricing strategies and value propositions for HVAC and related service tenders.

Post-Tender Documentation and Reporting

• Manage post-tender activities, including bid clarifications, contract documentation, and coordination for award communication.
• Maintain comprehensive records of all tenders, proposals, and outcomes for reporting and auditing purposes.

Team Management

• Supervise and guide junior team members in tender preparation, submission, and documentation processes.

Qualifications and Skills:

• Pre-GeM portal experience is mandatory.
• E-Procurement experience is mandatory.
• Proven experience as a Government Tender Executive, preferably in HVAC or MEP projects.
• Strong understanding of GeM, ISME, and other online procurement systems.
• In-depth knowledge of government procurement processes, documentation, and compliance requirements.
• Proficiency in proposal development, budgeting, and pricing strategy.
• Excellent written and verbal communication skills.
• Ability to manage multiple tenders under strict deadlines.
• High attention to detail and accuracy in tender submissions.
• Strong interpersonal and negotiation skills.
• Bachelor’s degree in Business, Public Administration, Mechanical Engineering, or a related field.

Preferred:

• Prior experience handling HVAC tenders on ISME or GeM portals.
• Familiarity with HVAC equipment specifications, project costing, and installation processes.

Job Type: Full-time

Pay: ₹25,455.99 - ₹41,032.02 per month

Work Location: In person