Assistant Tendering Manager

Asst. Manager Tendering

Role –

We are looking for a proactive and detail-oriented Assistant Manager – Tendering to support end-to-end tendering and bid management activities across Government, PSU, Defense, EPC, Infrastructure, Industrial, and other institutional projects.

The role will be responsible for analyzing tender documents, coordinating technical and commercial inputs, preparing techno-commercial bids, managing e-tender submissions, coordinating with vendors/OEMs and internal stakeholders, and ensuring timely and compliant bid submissions.

The candidate should have good knowledge of Government procurement processes, e-tendering platforms, tender documentation, commercial evaluation, BOQ preparation, bid compliance, and contract terms. Experience in Mechanical Engineering/Turnkey projects is preferred, with a basic understanding of Electrical/Electronics being desirable.

Responsibilities:

1. Tender Identification & Tracking

• Monitor and identify relevant tender opportunities through GeM, CPP Portal, Government/PSU procurement portals, e-procurement platforms, and other tender sources.
• Maintain a comprehensive tender opportunity tracker and update tender status regularly.
• Monitor RFQs, RFPs, EOIs, corrigenda, amendments, pre-bid queries, submission deadlines, and reverse auction schedules.
• Conduct preliminary evaluation of tender opportunities based on eligibility, scope, commercial viability, and organizational capabilities.
• Support management in preparing tender pipelines and opportunity reports.

2. Tender Document Analysis

• Review tender documents, including:

• Technical specifications

• Scope of work

• BOQs

• Eligibility and qualification criteria

• Commercial terms

• Contractual conditions

• Warranty/guarantee requirements

• Delivery and payment terms

• LD and penalty clauses

• EMD/Bid Security requirements

• Performance Security/Bank Guarantee requirements

• Prepare tender checklists and compliance matrices.

• Highlight critical deviations, risks, exclusions, and submission requirements to the reporting manager.

• Coordinate clarification requirements and support preparation of pre-bid queries.

3. Techno-Commercial Bid Preparation

• Coordinate preparation of technical and commercial proposals in line with tender requirements.
• Prepare and review BOQs, price schedules, commercial formats, and tender forms.
• Obtain technical inputs, costing details, delivery timelines, and other required information from internal teams.
• Coordinate with project, engineering, procurement, finance, and management teams for bid inputs and approvals.
• Support preparation of competitive and commercially viable pricing proposals.
• Ensure all bid documents are complete, accurate, and submitted within the stipulated timelines.

4. Vendor & OEM Coordination

• Coordinate with OEMs, vendors, subcontractors, and suppliers for technical information, compliance documents, quotations, and commercial offers.
• Obtain and compare vendor quotations for tender costing.
• Follow up with vendors for pending documents, certifications, drawings, datasheets, and other technical/commercial requirements.
• Maintain vendor quotation records and support vendor evaluation for tender purposes.

5. E-Tendering & Bid Submission

• Prepare and upload tender documents on GeM, CPP Portal, and other e-procurement platforms.
• Ensure proper completion of online forms, price schedules, technical submissions, declarations, undertakings, and supporting documents.
• Coordinate EMD, tender fees, bid securities, and other financial requirements with the Accounts/Finance team.
• Ensure digital signatures, authorizations, certifications, and statutory documents are valid and available.
• Conduct a final compliance check before submission.
• Ensure timely submission of bids and maintain complete records of submitted tenders.

6. Pre-Bid & Client Coordination

• Support participation in pre-bid meetings, clarification meetings, technical discussions, and client interactions.
• Coordinate preparation and submission of pre-bid queries and clarifications.
• Track responses from clients and incorporate amendments/corrigenda into bid documentation.
• Follow up on tender status, technical evaluation, commercial opening, reverse auctions, and award decisions.
• Support post-bid communication with clients and authorities.

7. Commercial & Contract Support

• Assist in reviewing commercial and contractual terms and identifying potential commercial risks.
• Support management during commercial negotiations and clarifications.
• Coordinate with Finance/Accounts for EMDs, Bank Guarantees, Performance Guarantees, tender fees, and other financial documentation.
• Support contract review and documentation after tender award.
• Assist in preparing documents required for handover from the tendering stage to project execution.

8. MIS & Documentation

• Maintain accurate and up-to-date tender MIS and bid trackers.

• Prepare periodic reports covering:

• Tender opportunities

• Bids submitted

• Bids won/lost

• Tender pipeline

• Bid values

• Submission status

• Reasons for unsuccessful bids

• Upcoming deadlines

• Maintain systematic records of tender documents, quotations, compliance sheets, approvals, submissions, and correspondence.

• Ensure proper version control and documentation of all bid-related information.

9. Team & Process Support

• Coordinate with team members to ensure timely completion of tender activities.
• Follow up with internal stakeholders for pending inputs and approvals.
• Support development and implementation of SOPs, checklists, templates, and standard tendering processes.
• Identify opportunities to improve tender turnaround time, documentation quality, compliance, and bid effectiveness.
• Assist the Tendering Manager in managing multiple tenders simultaneously.

Qualification: - B Tech/ M Tech /Diploma (Mechanical/Electrical)

• B.Tech / B.E. / Diploma in Mechanical, Electrical, or related engineering discipline preferred.
• Bachelor’s Degree in Engineering, Management, Commerce, or a related discipline may also be considered.
• MBA or equivalent qualification is an added advantage.

Experience:

• 3–8 years of relevant experience in Tendering, Bid Management, Contracts, Procurement, Estimation, or Business Development.
• Experience in Mechanical Engineering, Industrial, EPC, Infrastructure, Manufacturing, Projects, or Turnkey business preferred.
• Experience handling Government, PSU, Defense, Infrastructure, Oil & Gas, or institutional tenders will be an advantage.
• Candidates with strong experience in end-to-end tender coordination and e-procurement will be preferred.

Key Skills

Tendering | Bid Management | E-Tendering | Government Procurement | GeM | CPP Portal | Techno-Commercial Bidding | BOQ | Costing | Vendor Management | Tender Documentation | Compliance Matrix | Contract Support | Commercial Evaluation | MIS & Reporting | Stakeholder Coordination | Negotiation Support