Job Summary
The Tender Executive will be responsible for identifying, preparing, and submitting government tenders for advertising, media, branding, and communication projects. The role involves end-to-end coordination of the tendering process, ensuring compliance with government procurement norms, and collaborating with internal creative, media, and finance teams to develop competitive proposals.
Key Responsibilities
1. Tender Identification & Tracking
- Monitor government portals such as Government e-Marketplace (GeM), Central Public Procurement Portal (CPPP), state e-tender portals, and departmental websites for relevant RFPs, EOIs, and tenders.
- Maintain a tender tracker and calendar of submission deadlines.
- Evaluate eligibility criteria and project feasibility.
2. Tender Documentation & Submission
- Prepare and compile technical and commercial bid documents as per RFP requirements.
- Coordinate with internal teams for creative proposals, media plans, costing, and supporting documents.
- Ensure compliance with all statutory requirements (EMD, MSME certificates, turnover documents, PAN, GST, etc.).
- Submit bids online/offline within stipulated timelines.
3. Coordination & Liaison
- Liaise with government departments for clarifications, pre-bid meetings, and presentations.
- Coordinate internally with Creative, Media Planning, Finance, Legal, and Operations teams.
- Track bid status and follow up on results, LOIs, and work orders.
4. Documentation & Compliance
- Maintain updated records of company credentials, case studies, empanelment documents, and certifications.
- Ensure adherence to government procurement guidelines and agency policies.
- Prepare responses to tender queries, corrigenda, and addendums.
5. Post-Award Support
- Assist in contract documentation and onboarding processes.
- Coordinate with execution teams to ensure smooth project initiation.
- Support billing documentation as per government norms.
Required Skills & Competencies
- Strong knowledge of government tendering processes and procurement rules.
- Familiarity with GeM and other e-procurement portals.
- Excellent documentation, drafting, and analytical skills.
- Strong attention to detail and deadline management.
- Proficiency in MS Office (Word, Excel, PowerPoint).
- Ability to coordinate across multiple departments.
Qualifications & Experience
- Bachelor's degree in Business Administration, Marketing, or related field.
- 25 years of experience in tendering, preferably in advertising, media, or communication agencies.
- Experience handling government RFPs is mandatory.
Key Performance Indicators (KPIs)
- Number of relevant tenders identified and submitted.
- Bid-to-win ratio.
- Accuracy and compliance of documentation.
- Timely submission rate.
