Tender Assistant

Job Description : Tender Assistant
Job Title: Tender Assistant
Department: Tender Department
Industry: Disinfectants, Cleaning Chemicals & Hygiene Products
Location: Nariman Point
Employment Type: Full-Time
Reporting To: Sr. Tender Manager
Job Summary
We are looking for a detail-oriented and organized Tender Assistant to support the tendering and quotation process for government, institutional, corporate, hospital, healthcare, and other customers.
The candidate will be responsible for identifying relevant tender opportunities, preparing tender documentation, coordinating with internal departments, submitting bids within deadlines, and maintaining proper records of tender-related activities.
Key Responsibilities
1. Tender Identification & Tracking

• Search and identify relevant tenders on government and private procurement portals.
• Monitor tender notices, corrigenda, amendments, deadlines, and pre-bid meetings.
• Coordinate with the sales team to assess tender opportunities.

2. Tender Documentation

• Prepare and compile tender documents as per customer requirements.
• Ensure all required documents are available, valid, signed, stamped, and properly formatted.
• Coordinate with departments such as Sales, Finance, Quality, Regulatory, Production, and Management for required documents.
• Prepare technical and commercial bid documents.
• Assist in preparing product specifications, compliance statements, declarations, undertakings, and other supporting documents.

3. Commercial & Quotation Support

• Assist in preparing quotations and price bids.
• Coordinate with the Sales/Commercial team for pricing, discounts, taxes, freight, payment terms, and other commercial requirements.
• Verify tender BOQs, quantities, product codes, and specifications before submission.
• Ensure there are no discrepancies between technical and commercial submissions.

4. Tender Submission

• Submit tenders online/offline within the specified deadlines.
• Upload documents accurately on relevant e-procurement portals.
• Ensure EMD, tender fees, security deposits, and other requirements are completed as applicable.
• Track bid submission acknowledgements and maintain records.

5. Post-Tender Activities

• Monitor tender opening results and bid status.
• Track technical evaluation, commercial evaluation, negotiations, and purchase orders/work orders.
• Coordinate with relevant departments for clarification requests from customers.
• Maintain records of successful, unsuccessful, cancelled, and ongoing tenders.
• Assist in preparing responses to tender queries and clarification letters.

Required Qualifications

• Graduate in Any Graduate.
• 0 to 1 years of experience in tendering, quotations, sales coordination, procurement, is preferred.
• Experience in FMCG, disinfectants, chemicals, healthcare, medical supplies, cleaning products, or institutional supplies will be an advantage.
• Freshers with strong documentation and computer skills may also be considered.

Required Skills

• Good knowledge of MS Excel, Word, and Outlook/email.
• Experience with e-tendering / government procurement portals is preferred.
• Strong documentation and data-entry skills.
• Good written and verbal communication.
• Ability to read and understand tender terms and conditions.
• Good attention to detail.
• Ability to manage multiple tenders and strict deadlines.
• Basic understanding of GST, EMD, security deposit, quotation, BOQ, and commercial terms.
• Good coordination and follow-up skills.

Preferred Knowledge
Knowledge of the following will be an added advantage:

• Government and institutional tenders
• GeM and other e-procurement portals
• Disinfectants and cleaning chemicals
• Hospital/institutional hygiene products
• Product specifications and technical compliance
• GST and commercial documentation
• ISO certificates, MSDS/SDS, COA, test reports, product registrations, and other regulatory documents

Experience: [0 to 1] year
Joining: Immediate / [30 Days]
Note: The candidate should be comfortable working with tender portals, preparing documentation, coordinating with multiple departments, and handling time-sensitive submissions.