Tender & Proposal Specialist

Probe Information Services; Mumbai; On-site; INR 900,000 - 1,500,000; Full time

Job summary

Probe Information Services, Inc. is seeking a Tender and Proposal Specialist to own medium-complexity bids from start to finish. The role demands commercial acumen, team coordination, and timely, high-quality submissions across RFIs, RFQs, RFPs, and ITTs.

You will lead internal coordination, manage client clarifications, and ensure governance and approvals are followed. Strong Excel/PowerPoint and English communication are essential, with experience in CRM systems like Salesforce valued.

Qualifications

• Bachelor's degree in a related discipline.
• 3–5 years in tendering, proposal management, bid coordination, or related commercial ops.
• Experience coordinating cross-functional teams and meeting deadlines.
• Strong English communication; attention to detail and compliance.

Responsibilities

• Own assigned tenders (RFIs, RFQs, RFPs, ITTs) from receipt to submission.
• Review tender documents to define requirements, compliance obligations, risk areas, and approach; raise gaps early.
• Coordinate inputs from Sales, Product Lines, Operations, HSE, Quality, Finance, Tax, Legal, and Supply Chain.
• Drive bid governance with functional reviews and approvals per matrix; maintain audit trail.
• Prepare bid/no-bid inputs with assumptions, risks, and commercial considerations.
• Work with Finance & Commercial teams to back bid economics with approved assumptions.
• Ensure proposal packages are complete and accurate before submission.
• Manage client clarification cycles with timely, approved responses.
• Keep Salesforce and document repositories accurate; handover to Contract Management after award.
• Use AI-enabled tools for requirement extraction and compliance mapping; share lessons learned.

Skills

Bid coordination experience

Strong written and verbal English

Attention to detail & compliance

Stakeholder & deadline management

Commercial acumen for bid docs

Education

Bachelor's degree in Business/Engineering/Finance/Economics/Supply Chain

Tools

Salesforce

MS Excel

PowerPoint

Job description

We are looking for a Tender and Proposal Specialist to own and manage medium-complexity tenders and proposals from start to finish. This role suits a commercially minded professional who enjoys leading bids, bringing teams together, and delivering high-quality submissions on time.

As part of our Commercial Center of Excellence, you will work with a high level of autonomy, leading internal coordination, managing client clarifications, and making sure every bid follows our governance and approval frameworks. Your work will directly support stronger win rates, faster cycle times, and protected margins.

• Bachelors degree in Business, Engineering, Finance, Economics, Supply Chain, or a related discipline.
• 3 to 5 years of experience in tendering, proposal management, bid coordination, or commercial operations in a complex B2B environment.
• Proven ability to manage bid timelines, stakeholders, and deliverables in deadline-driven environments.
• Strong attention to detail and a compliance mindset, with the ability to interpret and apply bid instructions.
• Commercial acumen to identify risks, gaps, and exceptions and turn inputs into clear bid documentation.
• Strong written and verbal communication skills in English.
• Advanced Microsoft Excel and PowerPoint skills, with strong document control and version discipline.
• Experience with Salesforce or similar CRM, proposal management platforms, and contract redline processes is preferred; proposal or project management certifications are an advantage.
• Oilfield Services or Energy experience is preferred; candidates from other industries such as Industrials, Engineering, EPC, or Infrastructure are welcome.

• Own assigned tenders (RFIs, RFQs, RFPs, ITTs) from receipt to submission, setting bid plans, milestones, responsibilities, and deliverables.
• Review tender documents to define requirements, compliance obligations, risk areas, and submission approach, raising gaps or ambiguities early.
• Coordinate inputs from Sales, Product Lines, Operations, HSE, Quality, Finance, Tax, Legal, and Supply Chain to ensure full scope coverage.
• Drive bid governance by initiating functional reviews and securing approvals in line with the approval matrix, with a clear audit trail.
• Prepare bid/no-bid inputs by consolidating assumptions, risks, and commercial considerations for leadership review.
• Work with Finance and Commercial teams to ensure bid economics are backed by approved assumptions and documented justifications.
• Ensure proposal packages are complete and accurate, including schedules, forms, certificates, and client-specific formats, before submission.
• Manage client clarification cycles with timely, consistent, and approved responses.
• Keep Salesforce and document repositories accurate and current, and lead a formal handover to Contract Management after award.
• Use approved AI-enabled tools for requirement extraction and compliance mapping, share lessons learned, and guide junior specialists on process and quality.