Tender executive

Job Description: Tender & Admin Executive

• Department: Tender

• Position Title: Tender & Admin Executive

• Number of Positions: 02

• Location: Vikhroli Mumbai

• Employment Type: Full-time Permanent

• Reporting To: Priyanka Devadiga (Tender Head / Manager)

• Team Size: 3 Members

Purpose of the Role

The Tender & Admin Executive is responsible for managing the end-to-end tendering process maintaining meticulous documentation and coordinating with internal departments and external authorities to ensure timely compliant bid submissions. This role is critical to driving business growth by enabling seamless participation in Government Defence and GeM tenders while maintaining highly accurate records and administrative workflows.

• Execute end-to-end tender preparation document compilation final submission and post-submission follow-ups.

• Monitor track and participate in online bidding GeM portal operations and Reverse Auctions.

• Handle vendor registrations compliance documentation and certifications on various portals.

• Maintain and update internal tracking mechanisms including Bank Guarantee (BG) trackers Work Order (WO) trackers and project files.

• Ensure systematic filing archiving and retrieval of all tender and contract-related documents.

• Prepare and update routine MIS reports and tracking dashboards via Google Sheets and MS Excel.

• Coordinate closely with internal technical and commercial teams to gather necessary inputs for bid preparation.

• Liaise with external entities including government departments clients and banks as required.

• Undertake occasional local travel to client offices banks or government departments for physical document submission or coordination.

• Mandatory: Graduate in Commerce Management Administration or a related field.

• Preferred: Bachelors Degree in Business Administration (BBA) Commerce () or an Engineering-related field.

• Certifications (Good to Have): Certification in GeM Portal Operations Advanced Excel or Tender Management.

• Total Experience: 3 to 5 years.

• Relevant Experience: Minimum 3 years of pure experience in Tender Management GeM Portal operations and administrative coordination.

• Industry Preference: Defence Engineering Government Procurement EPC Manufacturing or Service Industry.

• Portal Expertise: Deep hands-on knowledge of the GeM Portal and government e-procurement systems.

• Technical Literacy: Advanced proficiency in MS Excel and Google Sheets for data management.

• Operational Excellence: Strong documentation filing and organizational skills with an eye for detail.

• Soft Skills: Sharp communication and inter-departmental coordination capabilities under tight deadlines.

• Familiarity with Defence Procurement Procedures (DPP/DAP).

• Experience in setting up MIS dashboards and data visualization tools (Power BI).

• Basic understanding of ERP or CRM software environments.

• Role Type: Individual Contributor (No direct reports).

• Flexibility: Must be comfortable managing urgent time-sensitive bid submissions that may require extended coordination.

• Travel: Occasional local travel for government department or banking liaisoning.

• Policies: Office timings and leave policies will align strictly with standard company norms.