Sr. Tender Executive

JOB DESCRIPTION – TENDER EXECUTIVE

Company: Fitech Engineers Pvt. Ltd. Department: Tendering & Commercial Designation: Tender Executive Reporting To: Tender Manager / Director Location: Taloja, Navi Mumbai, Maharashtra Employment Type: Full-time

1. Job Purpose

To independently manage the complete tendering process, from identifying suitable tender opportunities to bid submission, follow-up, order receipt and documentation, ensuring timely, accurate and commercially competitive bids for fire detection, fire protection and fire suppression systems.

2. Key ResponsibilitiesA. Tender Identification and Monitoring

• Identify relevant tenders on GeM, CPPP, government e-procurement portals, PSU portals and private-sector customer portals.
• Monitor tenders from organisations such as ONGC, Indian Railways, defence establishments, government departments, refineries and industrial clients.
• Maintain a daily tender opportunity tracker with submission deadlines, estimated values and eligibility criteria.
• Download tender documents, corrigenda, amendments and technical specifications.

B. Tender Document Review

• Study the complete tender document, including technical specifications, scope of work, BOQ, commercial terms and eligibility requirements.
• Prepare tender summaries highlighting EMD, tender fees, turnover requirements, experience criteria, submission deadlines and other key conditions.
• Identify deviations, risks, disqualifying conditions and missing documents.
• Coordinate with the technical and commercial teams to clarify tender requirements.

C. Bid Preparation and Submission

• Prepare technical bids, commercial bids, price schedules and supporting documents.
• Compile company credentials, work orders, completion certificates, client lists, financial statements, GST, PAN, MSME and other statutory documents, as applicable.
• Coordinate the preparation of compliance statements, technical datasheets, product catalogues and deviation statements.
• Upload bids on the relevant portals and ensure successful submission before deadlines.
• Maintain a digital repository of submitted tenders and acknowledgement receipts.

D. Technical and Commercial Coordination

• Coordinate with engineering, procurement, accounts and sales teams for technical compliance and costing.
• Obtain quotations from vendors and suppliers wherever required.
• Prepare comparative statements, cost sheets and BOQ summaries.
• Obtain authorised approval for final prices, margins, deviations and commercial commitments before submission.
• Ensure no price bid or binding commercial commitment is submitted without the required approval.

E. Post-Tender Follow-Up

• Track tender opening dates, technical evaluation, clarifications, reverse auctions and price negotiations.
• Prepare replies to customer queries and submit additional documents within stipulated timelines.
• Monitor bid validity, EMD status, bank guarantees and tender-related deposits.
• Track results, L1/L2 status, purchase orders and unsuccessful bids.
• Maintain reasons for lost tenders and recommend corrective actions.

F. Documentation and MIS Reporting

• Maintain a complete, searchable record of tender documents, submissions, approvals, quotations and outcomes.
• Prepare daily and weekly tender status reports.
• Generate monthly MIS covering tender opportunities, bids submitted, orders won, bid value, conversion rate and reasons for losses.
• Maintain a calendar of critical deadlines and ensure timely internal reminders.
• Ensure compliance with applicable tender conditions and company procedures.

3. Qualifications and Experience

• Graduate in Commerce, Business Administration, Engineering or a related discipline.
• Approximately 2–5 years of experience in tendering, preferably in fire protection, fire suppression, industrial equipment, engineering projects or MEP services.
• Experience with GeM, CPPP, government e-tendering portals and PSU tenders will be preferred.
• Proficiency in MS Excel, Word, PDF tools and online tender portals.
• Good written communication, document management and coordination skills.
• Knowledge of GST documentation, EMD, bank guarantees, BOQ preparation and commercial tender terms.

4. Key Performance Indicators (KPIs)

Performance will be assessed against the following measurable parameters:

• On-time submission: 100% of approved bids submitted before deadlines.
• Submission accuracy: Zero avoidable disqualifications due to documentation or procedural errors.
• Tender coverage: Timely identification and screening of relevant tender opportunities.
• Compliance: 100% adherence to the internal tender approval matrix.
• Documentation: Complete and updated tender records and MIS.
• Follow-up: Timely action on all tender clarifications, evaluations and customer communications.
• Conversion tracking: Regular reporting of technical qualification, commercial competitiveness and order conversion.
• Process improvement: Reduction in repetitive work through standard templates, checklists and reusable documentation.

Tender wins and conversion rates will be reviewed in the context of bid selection, pricing competitiveness and management-approved strategy.

5. Skills and Competencies

• Strong attention to detail and deadline management.
• Ability to read and interpret technical and commercial tender documents.
• Excellent coordination and follow-up skills.
• Proficiency in Excel trackers and document control.
• Commercial awareness and basic cost analysis.
• Integrity, confidentiality and adherence to approval procedures.
• Ability to work independently and manage multiple tenders simultaneously.

6. Authority and Limitations

The Tender Executive may independently identify tenders, prepare bid documents, coordinate with departments and submit bids after all required approvals have been obtained.

The Tender Executive shall not independently:

• Finalise or change bid prices, margins or discounts.
• Commit to technical deviations or contractual terms.
• Approve EMDs, bank guarantees or other financial commitments.
• Sign declarations or undertakings beyond delegated authority.
• Submit unapproved bids or make unauthorised commitments on behalf of the company.

7. Expected Outcome

The Tender Executive is expected to establish a systematic, accurate and deadline-driven tendering process that improves bid quality, reduces avoidable disqualifications, increases tender visibility and supports profitable business growth for Fitech Engineers Pvt. Ltd.

Pay: ₹293,000.00 - ₹972,000.00 per year

Work Location: In person

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