Walk-in || Senior Tender Executive

JOB RESPONSIBILITIES

Tender Executive GeM Portal & Government Sales

Department: Tendering and Government Business
Reporting To: Managing Director / Authorised Senior Management
Territory: PAN India

Role Objective

To identify, evaluate, prepare and submit suitable government and institutional tenders for organic-waste processing machines, waste-management services, plant operation and maintenance, environmental services and other solutions offered by PiousEarth Environment Technology Pvt. Ltd.

Key Responsibilities

1. Tender Identification
   
• Regularly search GeM, CPPP, state e-procurement portals, municipal portals, PSU websites and other tender platforms.
• Identify opportunities related to waste-processing machinery, organic-waste management, OWC systems, composting, sanitation, plant O&M and environmental services.
• Prepare a daily summary of relevant tenders with value, eligibility, EMD, closing date and submission requirements.
2. Tender Evaluation
   
• Study bid documents, technical specifications, eligibility criteria, turnover, experience and statutory requirements.
• Prepare a Bid/No-Bid analysis before proceeding.
• Immediately report restrictive, unclear or unsuitable conditions to management.
3. GeM Portal Management
   
• Maintain and update the company’s GeM seller and service-provider profile.
• Manage OEM, brand, product catalogue and service-category approvals.
• Upload BOSS machine models with accurate specifications, prices, warranty and delivery details.
• Monitor bids, reverse auctions, direct-purchase enquiries, orders, incidents and portal notifications.
4. Tender Documentation
   
• Prepare technical bids, commercial bids, compliance statements, declarations, undertakings and annexures.
• Arrange PAN, GST, Udyam, DPIIT Startup, ISO, incorporation, financial and bank documents.
• Maintain updated documents for turnover, experience, work orders, completion certificates and product credentials.
• Ensure every document is properly signed, stamped, indexed and uploaded in the required format.
5. Startup and MSME Benefits
   
• Claim applicable DPIIT Startup and MSME benefits.
• Prepare requests for eligible relaxation from prior turnover, prior experience and EMD requirements.
• Verify that exemption claims are permitted under the specific bid conditions before submission.
6. Technical Coordination
   
• Coordinate with the Managing Director, technical team, production unit and site personnel.
• Collect machine specifications, drawings, capacities, power requirements, process descriptions, test reports and performance data.
• Ensure that technical claims are accurate and supported by available documents.
7. Commercial Bid Preparation
   
• Prepare price calculations in consultation with management and accounts.
• Include GST, transportation, installation, commissioning, warranty, manpower, consumables and other contractual costs.
• Maintain complete confidentiality of prices and commercial decisions.
• Participate in Reverse Auctions only with prior management approval.
8. Pre-Bid Activities
   
• Attend online and physical pre-bid meetings.
• Prepare and submit technical queries, clarification requests and representations.
• Visit government departments, municipal bodies, PSUs, project sites and private institutions when authorised.
• Record meeting minutes and submit an action report after every meeting or visit.
9. Tender Submission
   
• Maintain a tender calendar with internal deadlines.
• Complete submissions well before the official closing time.
• Verify uploaded documents, prices and declarations before final submission.
• Download and preserve the bid-submission acknowledgement.
10. EMD, Tender Fees and Bank Guarantees

• Coordinate EMD, tender fees, bid security, Performance Bank Guarantee and related payments.
• Maintain an EMD/PBG register with amount, validity, refund status and expiry reminders.
• Follow up for timely release or refund of securities.

1. Bid Follow-Up

• Monitor technical evaluation, clarification requests, financial opening, reverse auction and award status.
• Submit clarifications within the prescribed time.
• Attend demonstrations, inspections, presentations and negotiations when required.

1. Post-Award Coordination

• Review GeM contracts, purchase orders and Letters of Award.
• Communicate scope, quantity, delivery schedule, consignee details and contractual obligations to management.
• Coordinate delivery, installation, commissioning, inspection, invoice submission, CRAC/SDAC and payment follow-up.
• Maintain a contract-compliance and completion file for every awarded order.

1. Government Sales Development

• Build relationships with municipal bodies, Gram Panchayats, government departments, PSUs and institutional buyers.
• Generate enquiries for BOSS machines, organic-waste processing plants and waste-management services.
• Arrange presentations, demonstrations and site visits with prior approval.
• Maintain a government-prospect and departmental contact database.

1. MIS and Reporting

• Submit daily tender-search and activity reports.
• Submit weekly reports covering identified, evaluated, submitted, qualified, rejected and awarded tenders.
• Maintain tender-wise records of expenditure, status, correspondence and follow-up.
• Prepare monthly performance reports for management review.

1. Compliance and Confidentiality

• Never submit false, altered, unsupported or misleading documents.
• Protect company passwords, DSC, financial information, technical designs and commercial prices.
• Follow GeM policies, tender conditions, procurement rules and company approvals.
• Immediately report portal incidents, notices, objections, disqualifications or risks to management.

Expected Performance Standards

• Daily tender search across relevant portals
• Timely reporting of every suitable opportunity
• Zero missed submission deadlines
• Error-free technical and commercial submissions
• Proper utilisation of eligible Startup/MSME benefits
• Timely response to buyer clarifications
• Accurate maintenance of GeM catalogues and company documents
• Regular government-department meetings and lead generation
• Complete post-award follow-up up to payment and contract closure

Accountability

The Tender Executive will be responsible for losses, disqualification or missed opportunities caused by negligence, delayed submission, unauthorised pricing, incorrect documentation, failure to report notices or misuse of company credentials. All commercial quotations, final bid prices and binding commitments must receive prior approval from authorised management.