Tender Executive

About the Role

This position involves managing the complete tender process for infrastructure projects in government and private sectors. The responsibilities span from identifying suitable tenders to preparing bids, estimating costs, and ensuring all submissions are timely and comply with the requirements.

Key Duties and Responsibilities

• Scan electronic procurement portals to find relevant tenders, thoroughly analyzing all related documents like Notices Inviting Tender, Requests for Proposal, Bill of Quantities, drawings, and specifications.
• Evaluate eligibility criteria and prepare necessary pre-qualification documents.
• Organize submission of bid documents within set deadlines while coordinating clarifications and attending pre-bid meetings;
• Track tender progress until contract award and maintain organized records of all tender activities.
• Conduct quantity take-offs, prepare Bills of Quantities, cost estimates, and rate analyses for bids.
• Gather quotations from vendors and subcontractors; collaborate with procurement and project teams to support commercial offer preparation.
• Manage online submission of bids across various portals like nProcure, Central Public Procurement, GeM, state portals, and client-specific platforms; ensure punctual and accurate submissions including physical documents if required.
• Handle processing of Earnest Money Deposits, tender fees, and bid securities.
• Coordinate closely with multiple internal departments including engineering, estimation, procurement, finance, legal, and project teams, as well as joint venture or collaborator partners to obtain necessary approvals and inputs.
• Maintain an up-to-date tender database and ensure compliance with all tender conditions.
• Prepare reports detailing tender status and management information system updates for bid analysis support.

Qualifications and Experience

• Diploma, Bachelor of Engineering, or Bachelor of Technology in Civil Engineering; possession of Estimation or Quantity Surveying certifications is advantageous.
• Minimum of 2 years experience in tendering and estimation, preferably within EPC, water supply, sewerage, sewage treatment plants, roads, irrigation, bridges, or government infrastructure projects.
• Extensive knowledge of government tender procedures is highly preferred.

Technical and Professional Skills

• Ability to conduct accurate quantity take-offs and prepare Bills of Quantities and rate analyses.
• Proficiency with electronic tendering portals and procedures.
• Familiarity with AutoCAD software, advanced Microsoft Excel skills, Microsoft Word and PowerPoint, ERP systems, and project management tools like MS Project or Primavera.
• Strong analytical skills, keen attention to detail, effective documentation practices, time management capability, communication and negotiation skills, problem-solving abilities, and the capability to perform well under tight deadlines.

Performance Metrics

• Ensure all tender submissions are completed on time.
• Maintain estimation accuracy for competitive bidding.
• Achieve successful tender submissions and contract awards.
• Comply with all tender documentation and procedural requirements.
• Maintain zero errors in all documentation and ensure effective coordination with involved teams.
• Maintain accurate tender databases and contribute positively to project award outcomes.

Preferred Industries

Experience in EPC, water supply, underground drainage, sewerage, sewage treatment plants, irrigation, roads & highways, bridges, government infrastructure projects, and project management consultancy settings is advantageous.