Job Description: Tender & Admin Executive
Position OverviewDepartment: 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.
Key Responsibilities1. Tender & Bid Management
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.
2. Documentation & Trackers
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.
3. Stakeholder Coordination
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.
Educational Background
Mandatory: Graduate in Commerce, Management, Administration, or a related field.
Preferred: Bachelor's Degree in Business Administration (BBA), Commerce (B.Com), or an Engineering-related field.
Certifications (Good to Have): Certification in GeM Portal Operations, Advanced Excel, or Tender Management.
Experience Profile
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.
Mandatory Skills (Non-Negotiable)
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.
Good-to-Have Skills
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.
