Executive

– Tender Documentation Executive

Job Title

Department

Location

Reporting To

Job Summary

Roles & Responsibilities

Tender Preparation & Documentation

• Prepare, compile, and maintain tender documents in accordance with tender requirements and submission guidelines.
• Handle technical and commercial tender documentation, ensuring completeness, accuracy, and consistency.
• Prepare and organize Bills of Quantities (BOQs), eligibility documents, declarations, annexures, and other supporting documents.
• Review tender documents and identify mandatory requirements, submission conditions, and compliance criteria.
• Ensure all required certificates, approvals, and supporting documents are collected from the relevant departments.

Bid Submission & E-Tendering

• Manage online tender submissions through e-tendering portals, including IREPS and other applicable platforms.
• Upload tender documents accurately and ensure compliance with portal-specific requirements.
• Verify all documents before submission to avoid errors, omissions, or disqualification.
• Track submission status and maintain records of submitted bids and acknowledgements.
• Ensure tenders are submitted within the prescribed deadlines.

Tender Compliance & Deadline Management

• Review tender requirements, eligibility criteria, terms and conditions, and submission checklists.
• Track corrigenda, amendments, clarifications, and updates issued by clients or tendering authorities.
• Ensure tender submissions comply with technical, commercial, and administrative requirements.
• Maintain a calendar of tender deadlines and proactively follow up on pending documents and approvals.
• Coordinate with relevant teams to address documentation gaps and compliance requirements.

EMD & Commercial Documentation

• Coordinate the preparation and submission of Earnest Money Deposit (EMD) documents and other tender-related financial documentation.
• Maintain records of EMDs, tender fees, bid security documents, and related submissions, as applicable.
• Coordinate with the Finance and Accounts teams for the timely arrangement of required financial documents.
• Track the status of tender-related deposits and supporting documentation.

Internal Coordination & Communication

• Coordinate with Business Development, Engineering, Finance, Accounts, Procurement, and other internal teams to collect tender inputs.
• Follow up with stakeholders for technical details, commercial information, credentials, and approvals.
• Communicate tender requirements, document gaps, and submission timelines to the concerned teams.
• Support the tendering team in resolving documentation-related issues and ensuring smooth bid submission.

Record Management & Reporting

• Maintain an organized database of tender documents, submitted bids, client communications, and supporting records.
• Prepare tender status reports, submission trackers, and documentation checklists.
• Maintain proper records for future reference, internal reviews, and audits.
• Ensure confidentiality and secure handling of company and tender-related information.

Qualifications & Experience

• Graduate / Diploma in any relevant discipline; qualifications in Commerce, Business Administration, Engineering, or a related field are preferred.
• Minimum 2 years of relevant experience in tender documentation, bidding, and bid submission.
• Hands-on experience in preparing technical and commercial tender documents.
• Experience with e-tendering portals, preferably IREPS or similar platforms.
• Experience in railway infrastructure, EPC, or infrastructure project tendering will be an advantage.
• Immediate joiners will be preferred.

Skills & Competencies

• Good knowledge of tender documentation and bid submission procedures.
• Familiarity with e-tendering portals and online bid submission processes.
• Strong documentation, drafting, and record-keeping skills.
• Proficiency in MS Office, particularly MS Excel, Word, and PDF documentation tools.
• Understanding of BOQs, eligibility documents, declarations, annexures, and EMD-related documentation.
• Strong coordination, follow-up, and communication skills.
• Excellent attention to detail and ability to verify documents for accuracy and completeness.
• Ability to manage multiple tenders and work under strict deadlines.
• Good organizational, time-management, and problem-solving skills.