Tender Executive

Job Description: Tender & Admin Executive

1. Basic Information

• Department: Tender
• Position Title: Tender & Admin Executive
• Number of Positions: 02 Nos
• Location: Vikhroli, Mumbai
• Employment Type: Full Time, Permanent
• Team Size: 3 Nos
• Team Handling Requirement: Individual Contributor (Management: NA)

2. Purpose of the Role

The Tender & Admin Executive is responsible for managing the complete tendering process, maintaining tender and work order documentation, coordinating with internal departments and external authorities, and ensuring timely submission of bids and compliance-related activities.

This role plays a critical part in supporting business growth by ensuring accurate and timely participation in Government, Defence, and GeM tenders while maintaining proper records, reporting, and administrative coordination.

3. Experience & Industry Background

• Total Experience Required: 3-5 Years
• Relevant Experience Required: Minimum 3 years of experience in purely Tender Management, GeM Portal handling, documentation, or administrative coordination.
• Preferred Industry Background: Defence, Engineering, Government Procurement, EPC, Manufacturing, or Service Industry.
• Specific Domain Preference: Experience in Defence tenders, GeM portal operations, reverse auctions, and government procurement processes preferred.

4. Educational Qualifications & Certifications

• Mandatory Qualification: Graduate in Commerce / Management / Administration or any relevant field.
• Preferred Qualification: Bachelor's Degree in Business Administration, Commerce, or Engineering-related field.
• Preferred Certifications: Certification in GeM Portal Operations, Advanced Excel, or Tender Management preferred.

5. Key Responsibilities

1. Tender Management: End-to-end handling of tender preparation, submission, and follow-up activities. Preparation of tender documents and supporting bidder documentation.
2. Documentation & Tracking: Maintaining proper records of tenders, Bank Guarantees (BGs), work orders, and project files.
3. Data Maintenance: Actively updating and maintaining Google Sheets, Work Order (WO) trackers, and BG trackers.
4. Internal & External Coordination: Collaborating with internal departments for required technical and commercial inputs.
5. Market Monitoring: Tracking live tender status, active reverse auctions, and progress on ongoing work orders.
6. Compliance: Handling vendor registrations, statutory certifications, and GeM-related compliance activities.

6. Skill Framework

Mandatory Skills (Non-Negotiable)

• Deep knowledge of Tender & GeM Portal Operations
• Strong documentation & structural filing skills
• Good communication & cross-departmental coordination skills
• Strong working knowledge of MS Excel & Google Sheets
• Proven ability to work under tight deadlines with high accuracy

Good-to-Have Skills

• Knowledge of Defence Procurement Procedures
• Direct experience in handling Reverse Auctions
• MIS Reporting & Dashboard Preparation
• Vendor Registration & Compliance Handling

7. Software & Technical Tool Knowledge

• Advanced Excel: Required
• Core Tools: GeM Portal , Google Workspace , MS Office (Excel, Word, Outlook, PowerPoint) , Tender Tracking Sheets & MIS Reports.
• ERP Knowledge: Basic ERP understanding preferred
• CRM Knowledge: Basic knowledge preferred
• Power BI / MIS Exposure: Preferred
• SAP Knowledge: Not Mandatory

8. Non-Negotiable Requirements

1. Strong knowledge of GeM Portal & Tender Submission Process.
2. Good command over Excel & Documentation Management.
3. Candidate must be strictly detail-oriented with high operational accuracy.
4. Proven ability to successfully manage multiple tasks simultaneously within hard deadlines.

• Variable Component: Performance-based Incentive (if applicable)
• Notice Period Preference: Immediate Joiners Preferred
• Maximum Notice Period Acceptable: 30 Days

10. Additional Remarks & Work Conditions

• Mobility: Candidates may be required to field-visit client offices, banks, or government departments whenever project needs dictate.
• Work Style: Candidate should be comfortable handling high-pressure, urgent submissions and fast-paced coordination work.
• Advantage: Prior working knowledge of Defence and Government tendering processes will be a major added advantage.
• Company Policies: Office timings and leave policies shall be applicable strictly as per company norms.