Job Title

Job Summary: The Tender Executive is responsible for end-to-end coordination and execution of tender- related activities, post-order processes, financial reconciliation, and proactive customer and field support. This role ensures accurate and timely submission of quotations, payment collections, documentation, and effective liaison with stakeholders including customers, government departments, and internal teams.Key Responsibilities: 1. Tender Checking: Regularly monitor and analyse relevant tender portals for new opportunities. Shortlist tenders aligned with the company’s product portfolio. 2. Tender Document Preparation: Prepare comprehensive tender documentation including technical and commercial bids, compliance sheets, and annexures in coordination with relevant departments. Ensure timely submission of bids as per tender schedules. 3. Quotation Preparation: Prepare and submit accurate quotations for both pharmaceutical and equipment products based on institutional enquiries and tender requirements. Coordinate with pricing, product, and management teams for approvals. 4. Equipment Quotation Preparation: Collaborate with technical teams to prepare quotations for equipment tenders or institutional enquiries with detailed specifications and commercial terms. 5. Order & Special Packing Order Coordination: Coordinate with production, logistics, and dispatch teams for timely execution of regular and customized packing orders as per institutional guidelines. Ensure proper labelling, compliance, and documentation for each dispatch. 6. Payment Follow-Up with Direct Customers: Actively follow up on outstanding payments from direct customers to ensure timely collections. Provide regular updates to management and maintain aging reports 7. Liaison Payment Collection: Coordinate with Liaison/Distributors and government departments to ensure timely collection of payments for completed tenders and orders. Maintain follow-up records and payment reconciliation documentation. 8. Account Settlement (TDS/Bill-to-Bill Closure): Coordinate with internal accounts and customer finance teams to reconcile payments, adjust TDS deductions, and ensure bill-to-bill closure. Maintain accurate records for financial audits and compliance. 9. Return / Credit Note / Replacement Handling: Process and document product returns, issue credit notes, and coordinate replacements as per company policy and client requirements. Ensure quick resolution of issues related to supply discrepancies or quality complaints. 10. GEM Portal Management: Manage activities on the Government e-Marketplace (GEM) portal including product listing, bid participation, catalogue updates, and order processing. Ensure timely submission of documents and compliance with GEM regulations 12. Long Outstanding Payment Follow-Up (Direct Customers): Maintain a detailed list of aged receivables and conduct targeted follow-ups for payments pending beyond standard credit terms. 13. EMD Follow-Up: Monitor Earnest Money Deposit (EMD) submissions and ensure timely refund applications and reconciliations. Maintain EMD register and coordinate with accounts for fund tracking.Qualifications & Skills Required: Bachelor’s degree in science, Commerce, Business Administration, or a related field 0–3 years of relevant experience in tender or institutional business coordination. Knowledge of GEM portal operations and government tender procedures. Understanding of taxation (GST, TDS) and financial reconciliation. Proficient in MS Office, especially Excel, and familiarity with ERP systems. Excellent communication, follow-up, and coordination skills. Strong attention to detail and ability to manage multiple priorities under tight deadlines.