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Tender and Operations Executive
Tender and Operations ExecutiveAnubhav Mediquip Enterprises • Vadodara, IN
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Tender and Operations Executive

Tender and Operations Executive

Anubhav Mediquip Enterprises • Vadodara, IN
3 days ago
Job description

Department :  Sales & Tendering

Location :  New Delhi

Reporting To :  Tender and Operations Manager

Role Overview

This role involves end-to-end management of government / institutional tenders and coordination of orders, supplies, logistics, invoicing, and payment tracking. The executive will act as a bridge between sales, OEM, logistics, finance, and customer procurement departments.

Key Responsibilities

Tender Management

  • Identify relevant tenders on GeM, CPPP, state portals, UPMSCL, etc.
  • Analyze tender documents for eligibility, technical specs, and commercial terms.
  • Coordinate with OEMs (e.g., GE Healthcare) for technical data, brochures, FDA / CE certificates.
  • Prepare technical compliance sheets, deviations, declarations, undertakings.
  • Upload bids on GeM / e-tender portals and ensure timely submission.
  • Track corrigendums, bid extensions, and tender results.

Order Processing and Supply Coordination

  • Once L1 or PO received, coordinate with OEM for :
  • Order booking
  • Production / delivery timelines
  • Dispatch schedules
  • Prepare internal documents (PO acceptance, order forms, delivery instructions).
  • Ensure on-time delivery to government hospitals, medical colleges, and private institutes.
  • Coordinate with logistics partners for shipment tracking, LR numbers, and proof of delivery.

    • Installation and Documentation Follow-Up

  • Coordinate with service engineers for installation scheduling.
  • Track installation reports, warranty cards, acceptance certificates.
  • Ensure timely submission of installation and commissioning documents to procurement authorities.

    • Invoicing and Billing

  • Prepare draft invoices, packing lists, and submission packets.
  • Coordinate with finance for e-invoicing, GST compliance, and dispatch of documents.
  • Maintain records of invoices raised, bills submitted, and pending cases.

    • Payment Tracking and Follow-Ups

  • Follow up with hospitals, departments, and government finance offices for :
  • Bill acceptance
  • Approval movement
  • Payment release status
  • Track payments in Excel / ERP and prepare weekly reports for management.
  • Coordinate for EMD refunds, PBG submissions, and their release upon contract completion.

    • Internal Coordination

  • Work closely with Sales Team for pricing, discount approvals, and bid strategy.
  • Coordinate with OEM teams for technical clarifications and product support.
  • Communicate with management regarding pending orders, logistics status, and payments.

    • Required Skills and Competencies

  • Experience with  GeM  and e-tender platforms.
  • Understanding of supply chain, invoicing, and payment follow-up processes.
  • Strong documentation, Excel, and coordination skills.
  • Ability to handle multiple tenders / orders with tight deadlines.
  • Good communication and problem-solving skills.

    • Qualifications

  • Graduate in any field; preference for Commerce, Life Sciences, Biomedical, or BBA.
  • 1–5 years' experience in tendering, order coordination, logistics, or sales support.
  • Freshers with strong aptitude and detail orientation may be considered.
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