Tender Executive

Location: Mumbai (Head Office)

Department: Administration

Type: Full-time, Desk Job

Experience: 3–5 years in Government Tendering (GEM Portal mandatory)

The company represents leading global manufacturers from Japan, the US, Germany, and Turkey, supplying advanced testing instruments for the petroleum, lubricant, and oil industries across India. We manage highly technical product lines - including viscometers, flash point testers, density meters, titrators, and other quality-testing equipment - and work closely with international OEM partners and customers nationwide.

Role Overview

We are looking for a detail-oriented and proactive Tender Executive to manage all government

tendering activities through the Government e-Marketplace (GeM) portal. This is a critical

administrative role responsible for the complete tender lifecycle - from tender identification and

documentation to bid submission, order processing, and post-award compliance.

The role requires someone experienced, organized, and confident in handling government

processes, document uploads, communication on GeM, and coordination with both internal

teams and international suppliers.

Key Responsibilities

1. Tender Management (Primary Responsibility)

● Monitor GEM portal daily for relevant tenders and opportunities.

● Review tender documents, eligibility criteria, pricing structures, and compliance

requirements.

● Prepare, compile, and upload all necessary documents for tender bid submission.

● Respond to queries raised by customers or departments on the GEM portal.

● Ensure error-free submissions within deadlines.

2. Coordination & Documentation

● Liaise with international OEMs/suppliers (Japan, US, Germany, Turkey, etc.) to collect

technical documents, certifications, and product specifications required for tenders.

● Work with internal teams (sales, service, accounts) to gather supporting documents.

● Maintain an organized repository of tender-related documents.

3. Pre-Sales Support

● Prepare and send quotations for government and private customers as required.

● Assist the sales team with documentation for new vendor registrations, product listings,

and compliance certificates.

4. Post-Tender Activities

● Track bid status, rejections, clarifications, and award notifications.

● Manage order placement activities on GEM after winning tenders.

● Coordinate with accounts and logistics for billing, dispatch, and compliance documentation.

● Follow up for payment release, ensuring all required paperwork is completed and

uploaded.

5. Reporting & Administration

● Maintain MIS of all submitted tenders, outcomes, alerts, and deadlines.

● Highlight upcoming opportunities and risks to management on time.

● Keep updated with any changes in GEM policies, formats, or processes.

Required Skills & Qualifications

● 3–5 years of hands-on experience with GEM tenders (mandatory).

● Strong understanding of government procurement procedures and documentation.

● Excellent written communication for responding to queries on GEM.

● Ability to coordinate professionally with customers, government departments, and

overseas suppliers.

● High attention to detail — zero-error tender submissions expected.

● Proficiency in MS Office (Word, Excel, PDF tools).

● Ability to manage multiple deadlines and work systematically.

Preferred Attributes

● Strong ownership mindset and reliability.

● Ability to understand technical product information (training will be provided).

● Calm and organized approach to high-pressure tender deadlines.

● Integrity and confidentiality in handling sensitive documents.

Why Join

● Opportunity to work with globally recognized instrumentation brands.

● Stable and structured role with clear responsibilities.

● Exposure to international suppliers and high-value government procurement processes.

● Supportive team environment with opportunities for long-term growth.