Tender Executive

Key Responsibilities:

 Manage the complete tender process for manpower outsourcing, staffing, facility support, and related service

contracts from start to finish.

 Identify and coordinate tender opportunities through government, corporate, and e-tendering portals.

 Review Invitation to Tender (ITT), Request for Proposal (RFP), tender notices, scope of work, eligibility

criteria, commercial terms, and submission requirements.

 Analyze tender documents and prepare a detailed bid submission plan in line with client timelines and internal

deadlines.

 Coordinate with the Sales/Business Development team to understand client requirements, manpower

specifications, deployment plans, locations, contract duration, and service expectations.

 Distribute tender documents to relevant departments and coordinate internal meetings to obtain the required

inputs within stipulated timelines.

 Coordinate with Finance/Accounts, HR, Payroll, Legal, Compliance, Operations, Tax, Insurance, and other

support functions for necessary tender documentation and approvals.

 Coordinate tender fees, Earnest Money Deposits (EMD), security deposits, bank guarantees, performance

guarantees, insurance requirements, and other financial instruments with the Accounts/Finance team.

 Compile and verify statutory, legal, financial, technical, commercial, and organizational documents required

for tender submissions.

 Coordinate manpower costing and pricing inputs, including wages, statutory benefits, service charges,

administrative costs, applicable taxes, and other tender-specific cost components.

 Assist the management and commercial team in developing competitive and commercially viable pricing

strategies and bid proposals.

 Prepare, compile, review, and finalize technical and commercial tender submissions in accordance with client

requirements.

 Ensure all forms, declarations, certificates, annexures, credentials, manpower details, compliance documents,

and supporting documents are complete and accurately submitted.

 Coordinate the complete e-tendering process, including online registration, document uploading, submission,

technical/commercial bid submission, corrigendum updates, and tracking of tender status.

 Monitor tender deadlines and maintain a tender submission tracker to ensure timely submission of all bids.

 Coordinate pre-bid meetings, site visits, client clarification meetings, negotiations, and post-bid discussions as

required.

 Prepare and manage pre-bid, post-bid, and client clarification queries and coordinate responses with the

relevant internal teams.

 Maintain proper records of all client communications, clarifications, amendments, corrigenda, and tender-

related correspondence.

 Review commercial, contractual, financial, and operational terms and highlight significant risks, deviations, or

unfavorable conditions to the relevant management/commercial team.

 Coordinate the preparation and submission of commercial and contractual qualifications, deviations,

assumptions, and exceptions, wherever applicable.

 Ensure compliance with applicable labour laws, statutory requirements, client conditions, company policies,

and ethical standards throughout the tendering process.

 Review contractual documents upon award and coordinate necessary approvals and execution in accordance

with the company's authorization matrix.

 Coordinate with Finance/Accounts for post-award requirements such as performance security, bank guarantees,

security deposits, insurance policies, and other contractual obligations.

 Maintain complete and accurate records of tender documents, bids, pricing, correspondence, contracts,

amendments, and award details.

 Track tender outcomes, prepare tender result reports, and provide feedback and analysis to management to

improve future bidding strategies.

 Ensure proper handover of awarded tender documents, pricing details, contractual obligations, manpower

requirements, compliance requirements, and client commitments from the Tender/Sales team to Operations,

HR, Payroll, Finance, and other relevant departments.

 Support the operations team during the initial contract mobilization by providing all relevant tender and

contractual information.

 Maintain a centralized database of tender opportunities, submissions, results, contracts, and client information.

 Highlight major commercial, contractual, financial, compliance, and operational risks to the relevant manager

and assist in developing appropriate solutions.

 Perform any other tendering, commercial, coordination, or administrative duties assigned by management

• It is a Full Time Field Sales job for candidates with 1 - 2 years of experience.