Tendering & Administrative Coordinator

Job Purpose

The Tendering and Administrative Coordinator will be responsible for the end-to-end management of the bid process and providing critical administrative support for event execution.

Key Responsibilities

1. Tender Lifecycle Management

● Sourcing: Proactively search for relevant tenders via online portals, aggregators, and organization-specific websites.

● Bid Preparation: Collect and compile all necessary documentation for technical and eligibility criteria, including past project portfolios.

● Submission: Lead the preparation and submission of bids, ensuring 100% compliance with portal requirements (e.g., GeM, eProcure).

● Portal Management: Manage registrations and empanelment with various government ministries, departments, and purchase bodies.

● Tracking: Monitor bid outcomes, maintain meticulous records of wins/losses, and coordinate the collection of project completion certificates from customers.

2. Market Intelligence & Strategy

● Research: Maintain a database of organizations that historically float event management tenders and track their outcomes.

● Forecasting: Create and maintain a Calendar of Events based on historical data to anticipate and track upcoming tender cycles.

● Competitor Analysis: Analyze competitor performance, including events won, pricing strategies, and client retention patterns.

● Innovation: Regularly evaluate new tendering tools, AI-based systems (e.g., Palladium, Nexizo), and price predictors to improve bid success rates.

3. Event Administration & Logistics

● Travel & Accommodation: Identify and book hotels, manage travel arrangements, and coordinate local transportation for the event team.

● Financial Tracking: Coordinate payments to vendors for hotel/travel and maintain accurate expense tracking for each project.

● Contact Outreach/Identification: Build and maintain a contact list of key stakeholders within government ministries and departments.

4. Documentation & Knowledge Management

● Centralized Filing: Manage and ensure upload of all project-related files, including recce reports, layouts, creative checklists, timelines, and post-event reports. ● Asset Management: Organize and ensure archival of project assets such as designs, presentations, photos, and videos for future reference.

● Empanelment Maintenance: Track the expiration of empanelments and lead the re-empanelment process to ensure uninterrupted eligibility.

Required Skills & Qualifications

● Experience: 3-5 years in tendering, preferably within the Event Management or Service industry.

● Technical Proficiency: Advanced knowledge of Indian government portals (GeM, CPPP/eProcure). Familiarity with tender aggregator tools and AI-based bidding software.

● Analytical Skills: Ability to perform competitor benchmarking and price analysis. ● Administrative Excellence: Strong organizational skills with the ability to manage travel logistics and project expenses in travel and logistics simultaneously.

● Communication: Excellent written and verbal communication for drafting bids and liaising with government officials.