Tender and Operations Executive

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.