Walk-in | Office Executive

Ashutosh Kumar Shahi; Patna; On-site; INR 300,000 - 420,000; Full time

Job summary

Ashutosh Kumar Shahi is seeking a qualified professional to manage Government e-Marketplace (GeM) activities, bid participation, procurement, PO processing, and vendor coordination. You will prepare e-tendering documents, maintain tender records, track deadlines, and draft letters for clients and government departments.

Maintain project documentation, support engineers with RA bills and payment papers, and coordinate with site teams, vendors, and officials to ensure compliance with procurement

Qualifications

• Graduate / Diploma in Civil Engineering or related field.
• Minimum 5 years experience in construction administration, tendering, or document control.
• Knowledge of GeM, e-tendering, BOQ, work orders, and government procurement.
• Strong drafting, emailing, letter preparation, and record-keeping abilities.
• Proficiency in MS Excel, MS Word, PDF tools, data entry, and digital file management.
• Strong coordination, time management, accuracy, confidentiality, and attention to detail.

Responsibilities

• Manage GeM activities including bid participation, procurement, PO processing, vendor coordination, invoice follow-up, and compliance documentation.
• Prepare and submit e-tendering documents with technical and financial bids, BOQ, and declarations.
• Maintain tender documents: NIT, schedules, specs, drawings, pre-bid docs, corrigenda, and bid records.
• Track tender deadlines, bid openings, pre-bid meetings, tender status, and award notifications.
• Draft official letters, emails, covering letters, request letters, reminders, and responses for clients and government departments.
• Maintain project documentation: work orders, agreements, contracts, drawings, site instructions, inspection reports, material records.
• Support engineers in preparing RA bills, measurement records, bill abstracts, completion certificates, variation orders, EOT requests, and payment docs.
• Coordinate with site engineers, project managers, government officials, consultants, suppliers, and subcontractors.
• Maintain registers: inward/outward, document control, purchase, correspondence, vendor files, project-wise files.
• Assist in preparing purchase orders, material requisitions, quotation comparisons, delivery challans, supplier bills, and procurement status reports.
• Ensure compliance with government procurement guidelines, contract conditions, quality procedures, audit requirements, and internal policies.
• Prepare MIS reports, tender summaries, procurement trackers, billing status reports using MS Excel, Word, and PDF tools.

Skills

5 years experience

GeM portal knowledge

e-tendering systems

coordination

time management

attention to detail

Education

Graduate / Diploma in Civil Engineering

Tools

MS Excel

MS Word

PDF editing

Data entry

Job description

Role & responsibilities

Key Roles and Responsibilities

• Manage Government e-Marketplace (GeM) activities, including bid participation, product/service procurement, purchase order processing, vendor coordination, invoice follow-up, and compliance documentation.
• Prepare and submit e-tendering documents through government portals, ensuring timely upload of technical bids, financial bids, BOQ, eligibility documents, declarations, and supporting certificates.
• Prepare, organize, and maintain tender documents, including NIT, tender schedules, technical specifications, drawings, pre-bid documents, corrigenda, and bid-submission records.
• Track tender deadlines, bid-opening dates, pre-bid meetings, tender status, and award notifications through updated tender registers and trackers.
• Draft professional official letters, email correspondence, covering letters, request letters, reminder letters, notice letters, and responses for clients, consultants, vendors, subcontractors, and government departments.
• Maintain complete project documentation in physical and digital form, including work orders, agreements, contracts, drawings, site instructions, inspection reports, material records, and approval documents.
• Support engineers in preparing RA bills, measurement records, bill abstracts, completion certificates, variation orders, extension-of-time requests, and payment-related documents.
• Coordinate with site engineers, project managers, government officials, consultants, suppliers, and subcontractors for document collection, approval, submission, and follow-up.
• Maintain inward/outward registers, document-control registers, purchase registers, correspondence records, vendor files, and project-wise files.
• Assist in preparing purchase orders, material requisitions, quotation comparisons, delivery challans, vendor bills, and procurement status reports.
• Ensure compliance with government procurement guidelines, contract conditions, quality procedures, audit requirements, and internal company policies.
• Prepare MIS reports, tender summaries, procurement trackers, billing status reports, and other management reports using Microsoft Excel, Microsoft Word, and PDF tools.

Key Professional Skills

• 5 years of experience in engineering and construction administration.
• Knowledge of GeM portal, e-tendering systems, and government construction procurement.
• Familiarity with BOQ, tender documentation, construction contracts, work orders, and billing procedures.
• Strong skills in official drafting, professional emailing, letter preparation, and document control.
• Proficient in MS Excel, MS Word, PDF editing, data entry, and digital file management.
• Strong coordination, time management, record keeping, confidentiality, and attention to detail.

Preferred candidate profile

• Graduate / Diploma in Civil Engineering or related field.
• Minimum 5 years experience in construction administration, tendering, or document control.
• Knowledge of GeM, e-tendering, BOQ, work orders, and government procurement.
• Skilled in official letters, email correspondence, tender documentation, and record keeping.
• Proficient in MS Excel, MS Word, and PDF documentation.
• Strong coordination, accuracy, deadline management, and communication skills.