Tender Executive

Chemtex Speciality Limited; Kolkata District; On-site; INR 350,000 - 550,000; Full time

Job summary

Chemtex Speciality Limited in Kolkata is seeking a Tender Executive to identify, prepare, and manage all tendering activities for the organization. You will coordinate cross-functional teams to ensure accurate, compliant, and timely submission of proposals, maintaining vendor registrations and overseeing post-award activities including contract execution and payment follow-up.

The role requires 1–3 years in tendering or proposal management, with proficiency in MS Office and experience with

Qualifications

• Education: Any graduate or post graduate.
• Experience: 1–3 years in tendering or proposal management.
• Industry: preferably manufacturing, engineering, or EPC sectors.

Responsibilities

• Identify and source relevant tenders from government portals and bidding platforms.
• Prepare and submit technical and commercial proposals within deadlines.
• Ensure bid submissions meet client requirements and internal policies.
• Coordinate EMD, PBG, and other financial securities submission.
• Collaborate with Sales, Finance, Operations, and Technical teams.
• Lead vendor registration and pre-qualification on client portals.
• Coordinate inspections (PDI) and maintain inspection records.
• Track invoices and payments; manage post-award documentation.
• Maintain tender activity reports and receivables pipeline.

Job description

The Tender Executive will be responsible for identifying, preparing, and managing all tendering and bidding activities for the organization. This role involves coordinating cross-functional teams to ensure accurate, compliant, and timely submission of proposals, maintaining vendor registrations, and overseeing all post-award activities including contract execution, inspection coordination, and payment follow-up.

Key Responsibilities

Tender Identification and Proposal Development

Tender Sourcing & Vetting: Proactively identify and monitor procurement portals, government tenders, and online bidding platforms for relevant RFPs, RFQs, and EOIs.

Bid Preparation & Submission: Manage the end-to-end preparation of technical and commercial proposals, ensuring all documentation is accurate, complete, and submitted within deadlines.

Compliance Assurance: Ensure that all bid submissions comply with client requirements and internal policies.

Financial Instruments: Coordinate preparation and submission of Earnest Money Deposits (EMD), Performance Bank Guarantees (PBG), and related financial securities.

Cross-Functional Coordination: Liaise with internal departments (Sales, Finance, Operations, Technical) to compile tender inputs and ensure alignment with customer requirements.

Vendor Qualification and Contract Execution

Vendor Registration: Lead the process for vendor registration and pre-qualification on client procurement portals.

Documentation Management: Maintain updated records of company credentials, licenses, certifications, and statutory documents required for tender participation and vendor onboarding.

Inspection Coordination: Serve as the primary contact for client or third-party inspections (e.g., Pre-Dispatch Inspection – PDI).

Audit & Compliance: Coordinate audit readiness by ensuring all packaging, labeling, and documentation (CoA, test reports, etc.) meet contractual and regulatory standards.

Non-Conformance Resolution: Record and monitor non-conformities raised during inspections and collaborate with technical teams for timely corrective action.

Post-Award Management and Financial Follow-Up

Contract Negotiation & Clarifications: Support participation in pre-bid meetings, technical clarifications, and contract negotiation discussions.

Invoice & Payment Tracking: Monitor invoice submissions and proactively follow up with clients to ensure timely payments in accordance with agreed terms.

Dispute Management: Investigate and resolve financial or documentation-related discrepancies that could delay payments or contract closure.

Reporting: Maintain comprehensive reports on tender activity, bid success rates, pipeline status, and receivables performance.

Contract Closure: Ensure timely release and closure of all financial securities (PBGs, EMD refunds) after contract completion.

Strong understanding of tendering procedures, government procurement processes, and bid management.

Excellent attention to detail and document management skills.

Strong coordination and communication skills to manage multiple stakeholders.

Proficiency in MS Office (Excel, Word, PowerPoint) and experience with e-tendering portals.

Ability to handle multiple tenders simultaneously under tight deadlines.

Analytical thinking and problem-solving abilities

Requirements

Education & Experience

Education: Any graduate or post graduate

Experience: 1–3 years of experience in tendering, proposal management, or commercial operations (preferably in manufacturing, engineering, or EPC sectors).