| Detail | For this role |
|---|---|
| Department | Sales and Business Development |
| Level | Mid level |
| Reports to | Tender Manager |
| Direct reports | None |
| Experience | 1 to 4 years in tender or documentation work |
Tender Executive job description template
Copy this job description, replace the text in square brackets and post it on your careers page or a job portal.
Job title: Tender Executive
Department: Sales and Business Development
Reports to: Tender Manager
Location: [City], [office, branch or site]
About the role
A Tender Executive prepares and submits tenders and bids, handling the detailed documentation, portal work and deadlines under a tender manager. They download tender documents, compile the required papers, manage deposits and certificates and submit bids correctly and on time. A good tender executive submits error free bids before every deadline and keeps the company's documents ready. The role reports to a tender or sales manager and is a detail focused support role central to winning government and institutional business.
Key responsibilities
- Search and download relevant tenders from e-procurement portals daily.
- Read tender documents and list every requirement and document needed.
- Compile technical and commercial bid documents accurately and completely.
- Arrange earnest money deposits, bank guarantees and required certificates.
- Fill and submit bids on the portal correctly before the deadline.
- Keep company registrations, past performance and documents up to date.
- Coordinate with sales, finance and operations for inputs and approvals.
- Maintain a tracker of tenders, deadlines, submissions and results.
- Handle portal queries, clarifications and corrigendum updates before the deadline.
- Report tender status and submissions to the reporting manager.
Requirements
- Graduate in business, commerce or a related field
- Knowledge of e-procurement portals is an advantage
- Strong attention to detail and organizational skills
- 1 to 4 years in tender or documentation work
KRAs and KPIs for a Tender Executive
Key result areas for the appraisal form, each with a KPI you can measure every month or quarter.
| Key result area | How to measure it |
|---|---|
| On time submission | All assigned bids submitted before the deadline with no misses |
| Bid completeness | Bids submitted complete with no document missing |
| Compliance | Bids compliant with zero disqualifications on documentation |
| Document readiness | Deposits, guarantees and certificates ready before each deadline |
| Tracker accuracy | Tender tracker kept accurate and up to date |
| Coverage | Relevant tenders identified daily without gaps |
Skills and tools
Tools used day to day: GeM and e-procurement portals, MS Excel and Word, PDF tools, Digital signature tools, Document management tools.
Reporting line and career path
Next roles: Senior Tender Executive, Tender Manager, Institutional Sales Executive
Interview questions for a Tender Executive
- How do you make sure a bid has every required document?
- How do you manage several tender deadlines in one week?
- What is earnest money deposit and how do you arrange it?
- How do you keep the company's tender documents ready?
- How do you handle a corrigendum that changes a tender?
- Tell me about a bid you submitted and how you kept it error free.
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What does a tender executive do?
A tender executive prepares and submits tenders and bids under a tender manager. They download tender documents, list the requirements, compile technical and commercial papers, arrange deposits and certificates, and submit bids on the portal before the deadline. They keep company documents ready, maintain a tender tracker and handle portal queries and clarifications.
What is the difference between a tender executive and a tender manager?
A tender manager owns the bid strategy, decides which tenders to pursue and leads the process and win rate. A tender executive does the detailed preparation and submission work: compiling documents, arranging deposits and submitting on the portal. The executive executes under the manager's direction, and the role is a step toward tender management.
What skills does a tender executive need?
They need sharp attention to detail, strong organization and the discipline to meet fixed deadlines that cannot be missed. Familiarity with e-procurement portals, bid documentation, deposits and bank guarantees is important. Good coordination across teams and careful record keeping matter, since a single missing document can disqualify an otherwise strong bid.