Tendering Specialist

Job Summary

The Tender Specialist will be responsible for identifying, preparing, and submitting government tenders for advertising, media, branding, and communication projects. The role involves end-to-end coordination of the tendering process, ensuring compliance with government procurement norms, and collaborating with internal creative, media, and finance teams to develop competitive proposals.

Key Responsibilities

1. Tender Identification & Tracking

• Monitor government portals such as Government e-Marketplace (GeM), Central Public Procurement Portal (CPPP), state e-tender portals, and departmental websites for relevant RFPs, EOIs, and tenders.
• Maintain a tender tracker and calendar of submission deadlines.
• Evaluate eligibility criteria and project feasibility.

2. Tender Documentation & Submission

• Prepare and compile technical and commercial bid documents as per RFP requirements.
• Coordinate with internal teams for creative proposals, media plans, costing, and supporting documents.
• Ensure compliance with all statutory requirements (EMD, MSME certificates, turnover documents, PAN, GST, etc.).
• Submit bids online/offline within stipulated timelines.

3. Coordination & Liaison

• Liaise with government departments for clarifications, pre-bid meetings, and presentations.
• Coordinate internally with Creative, Media Planning, Finance, Legal, and Operations teams.
• Track bid status and follow up on results, LOIs, and work orders.

4. Documentation & Compliance

• Maintain updated records of company credentials, case studies, empanelment documents, and certifications.
• Ensure adherence to government procurement guidelines and agency policies.
• Prepare responses to tender queries, corrigenda, and addendums.

5. Post-Award Support

• Assist in contract documentation and onboarding processes.
• Coordinate with execution teams to ensure smooth project initiation.
• Support billing documentation as per government norms.

Required Skills & Competencies

• Strong knowledge of government tendering processes and procurement rules.
• Familiarity with GeM and other e-procurement portals.
• Excellent documentation, drafting, and analytical skills.
• Strong attention to detail and deadline management.
• Proficiency in MS Office (Word, Excel, PowerPoint).
• Ability to coordinate across multiple departments.

Qualifications & Experience

• Bachelor’s degree in Business Administration, Marketing, or related field.
• 2–5 years of experience in tendering, preferably in advertising, media, or communication agencies.
• Experience handling government RFPs is mandatory.

Key Performance Indicators (KPIs)

• Number of relevant tenders identified and submitted.
• Bid-to-win ratio.
• Accuracy and compliance of documentation.
• Timely submission rate.

Requirements added by the job poster

• Bachelor's Degree

• 3+ years of work experience with Tender Management