Tender Executive

Job Description

The Tender Executive at Equipmentor Scientific plays a crucial role in managing the complete tender lifecycle, ensuring the identification, evaluation, documentation, submission, and timely follow-up of bids. This position requires a keen eye for detail and strict adherence to procedural compliance, helping the company secure contracts through precise and competitive tender submissions. The executive is responsible for coordinating internally with multiple departments, managing timelines, and maintaining high-quality documentation to increase the success rate of tender proposals. Experience in scientific equipment, healthcare, or industrial products enhances the ability to tailor submissions to the respective market requirements and regulatory standards. In this role, the Tender Executive leads a small team of 2 members, directing activities related to bid preparation, compliance monitoring, and document management. The candidate must possess strong organizational and coordination skills to guide the team effectively throughout the tender process. The role demands an employee with at least 3 to 5 years of relevant experience and a bachelor's degree in Science, Engineering, Business, or a related field. The Tender Executive ensures that all submissions are complete, competitive, accurate, and comply fully with governmental and organizational policies, thus contributing directly to the company's business growth and competitive positioning.
Responsibilities
 

• Manage the end-to-end tender process from identification through submission and post-submission follow-up.
• Evaluate tender requirements and analyze requests for proposals to ensure thorough understanding and compliance.
• Prepare, review, and finalize tender documents, ensuring accuracy and completeness in accordance with regulatory and company standards.
• Coordinate with internal teams including sales, finance, legal, and technical departments to gather required documentation and inputs.
• Negotiate contract terms and conditions with stakeholders to safeguard company interests.
• Conduct comprehensive market research to identify tender opportunities and monitor competitors activities and pricing strategies.
• Maintain up-to-date knowledge of government tendering procedures and compliance requirements applicable to scientific equipment and healthcare sectors.
• Oversee document control systems and manage documentation workflow to guarantee timely submission and proper archival.
• Lead and mentor a team of two tender coordinators, managing their workload, providing guidance, and ensuring team adherence to timelines and quality standards.
• Monitor compliance with internal processes and external regulations to minimize risks and avoid disqualifications.
• Develop and implement improvements in tender management processes to increase efficiency and proposal quality.
• Ensure effective communication with clients and relevant agencies during the tender process to clarify requirements and resolve issues.
• Prepare cost estimations and pricing proposals aligned with company policies and market dynamics.
• Ensure all tender bids are submitted before deadlines with comprehensive supporting documentation.
• Track and report on tender status and outcome to senior management, providing insights and recommendations for future bids.