Bids And Proposal Associate

Ease My Ai Pivate Limited; Gurugram District; On-site; INR 500,000 - 1,100,000; Full time

Job summary

Ease My Ai Pivate Limited in Gurugram seeks a meticulous Bid & Tender Specialist to monitor GeM, CPPP and other government portals, assess eligibility, prepare bid synopses, and assemble complete bid documentation with declarations and covering letters.

You will maintain statutory documents and OEM records, coordinate with Finance, Sales and vendors for BOQs, pricing and authorizations, review commercial terms and warranties, upload bids, track corrigenda, and ensure timely, compliant

Qualifications

• Experience with government tenders and portals like GeM/RFPs.
• Strong documentation and compliance skills for bidding.
• Ability to coordinate across internal teams and vendors with attention to detail.

Responsibilities

• Monitor GeM, CPPP and other government portals for relevant tenders.
• Analyze RFPs/tenders for eligibility, PQC, specs and terms.
• Prepare bid synopses and complete bid documentation with declarations and letters.
• Collect, organize and maintain statutory/OEM documents.
• Coordinate with Finance, Sales, OEMs and vendors for BOQs and pricing.
• Review quantities, taxes, warranty, AMC, delivery, and payment terms.
• Upload and validate bids on e-procurement portals and track corrigenda.
• Maintain bid trackers and reports with status updates.
• Support post-bid activities including contracts and invoicing.
• Ensure compliance with Make in India, MSME and related guidelines.

Skills

GeM operations

Tender analysis

Bid preparation

Vendor coordination

Documentation

Compliance

Time management

Attention to detail

Risk assessment

Tools

GeM portal

MS Excel

Document management

Job description

• Monitor GeM, CPPP and other government procurement portals to identify relevant tenders aligned with company offerings.
• Analyze RFPs/tenders, including eligibility criteria, PQC, technical specifications, commercial terms and contractual conditions.
• Research and verify tender requirements using internet and AI tools to identify the best-fit solutions, products and vendors.
• Prepare bid synopsis covering qualification status, key requirements, risks, deadlines and action items.
• Prepare complete bid documentation, including declarations, undertakings, compliance statements, authorization and covering letters.
• Collect, organize and maintain statutory documents, certificates, OEM documents and other supporting records in an updated repository.
• Conduct clause-wise technical compliance and prepare technical compliance sheets in coordination with technical teams and OEMs.
• Coordinate with Finance, Sales, OEMs, vendors and partners for BOQs, pricing, commercial inputs, MAFs, authorizations and pending documents.
• Review quantities, BOQs, taxes, warranty, AMC, delivery, payment, performance security and other commercial requirements.
• Upload and validate technical and commercial bids on GeM and other e-procurement portals, ensuring timely and error-free submissions.
• Track corrigenda, amendments, extensions and buyer clarifications, and coordinate timely responses and document uploads.
• Maintain bid trackers, submission records, tender repositories and daily/weekly/monthly bid reports with complete status updates.
• Support post-bid activities including order acceptance, contract documentation, PBG, invoices, GeM invoice uploads and project handover.
• Ensure compliance with Make in India, Startup, MSME, OEM authorization and other government procurement guidelines, along with document version control and confidentiality.
• Demonstrate strong skills in GeM operations, tender/RFP analysis, proposal preparation, advanced Excel, documentation, vendor coordination, commercial understanding, risk assessment, analytical thinking, time management and attention to detail.