Tender & Liaison Executive

Job Title: Tender & Liaison Executive (Railway Projects)
Location: [Civicon Ventures - Ulhasnagar, Maharashtra]Reporting To: [ Project Head, Director ]

About the Role:
We are seeking a highly organized, detail-oriented, and proactive individual to join our team as a Tender & Liaison Executive. This critical role will be responsible for the end-to-end management of online tender submissions for railway projects, as well as establishing and maintaining effective communication channels with various railway authorities throughout the project lifecycle. The ideal candidate will have a strong understanding of railway tender processes, excellent communication skills, and a proven ability to navigate bureaucratic procedures.

Key Responsibilities:
1. Online Tender Management:
* Tender Identification & Tracking: Proactively monitor various online railway tender portals (e.g., IREPS, e-Procurement platforms) for relevant tender opportunities aligning with the company's capabilities.* Document Preparation: Meticulously prepare and compile all required technical, commercial, and administrative documents for online tender submissions, ensuring accuracy, completeness, and adherence to tender specifications.* Online Submission: Execute timely and accurate online submission of tenders, navigating complex online platforms and troubleshooting any technical issues that may arise.* Bid Security/EMD Management: Coordinate and ensure timely submission of Bid Security (EMD) as per tender requirements.* Pre-Bid Queries: Prepare and submit pre-bid queries to railway authorities for clarifications on tender documents.* Tender Amendments/Corrigendums: Track and incorporate all tender amendments, corrigendums, and addendums.* Post-Submission Follow-up: Monitor tender status, participate in online bid openings, and track the evaluation process.2. Communication & Liaison with Railway Authorities:
* Project Initiation & Approvals: Facilitate smooth communication with railway officials for project approvals, sanctions, and clearances at various stages.* Work Completion Documentation: Prepare and submit all necessary documentation related to work completion, including joint measurements, completion certificates, and progress reports.* Billing & Payments: Coordinate with railway authorities for timely submission of bills, follow up on payment processing, and resolve any discrepancies.* Issue Resolution: Act as the primary point of contact for resolving operational, technical, or administrative issues with railway officials, ensuring minimal delays.* Meetings & Presentations: Arrange and participate in meetings with railway authorities as required, presenting project updates and addressing concerns.* Correspondence Management: Draft, send, and manage all official correspondence with railway departments (e.g., letters, emails, memorandums).3. Documentation & Record Keeping:
* Maintain comprehensive and organized records of all tenders submitted, communication with railway authorities, project documentation, billing details, and payment records.* Create and update a database of railway contacts and tender information.* Generate regular reports on tender status, project progress, and liaison activities.4. Compliance & Regulatory Adherence:* Stay updated with the latest railway rules, regulations* Ensure all submissions and communications comply with railway guidelines and statutory requirements.

Qualification:
* Education: Bachelor's degree in, Business Administration, BMS, experienced law graduate or semi qualified CS candidate or a related field.* Experience: [e.g., 1-3 years] of proven experience in handling online tenders, specifically with Indian Railways (IREPS experience is highly preferred).
* Technical Skills:* Proficient in using online e-procurement portals, especially IREPS.* Excellent computer literacy, including strong proficiency in MS Office Suite (Word, Excel, PowerPoint).* Familiarity with digital signatures and online document submission processes.* Domain Knowledge: In-depth understanding of railway tender processes, contractual terms, and relevant railway codes/manuals.* Communication: Exceptional written and verbal communication skills in English and Hindi (knowledge of regional languages may be an advantage). Ability to draft clear, concise, and professional correspondence.* Interpersonal Skills: Strong interpersonal skills with the ability to build rapport and effectively communicate with diverse stakeholders.* Problem-Solving: Excellent problem-solving abilities and a proactive approach to addressing challenges.* Organizational Skills: Highly organized with meticulous attention to detail and the ability to manage multiple tasks simultaneously.* Negotiation Skills: Basic negotiation skills for addressing minor discrepancies in billing or project issues.* Integrity & Professionalism: High level of integrity, professionalism, and ethical conduct.

Job Type: Full-time

Pay: ₹11,531.50 - ₹30,000.00 per month

Schedule:

• Day shift

Work Location: In person