Job Description – Tender Documentation Executive
Job Title
Tender Documentation Executive
Department
Tendering / Business Development
Location
Bengaluru
Reporting To
Manager – Tendering / Business Development Manager
Job Summary
The Tender Documentation Executive will be responsible for preparing, compiling, reviewing, and submitting technical and commercial tender documents for railway infrastructure and other projects. The role involves coordinating with internal departments to collect the required information, preparing BOQs and eligibility documents, managing online tender submissions through e-tendering portals, including IREPS, and ensuring compliance with tender requirements and submission deadlines.
The candidate should have hands-on experience in tender documentation, bid submission, and e-tendering processes, along with strong documentation, coordination, and organizational skills.
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.
