Tender Sales Executive

Job Description

Executive Support

• Manage and coordinate the calendar of tender deadlines, pre-bid meetings, appointments, and travel for the sales leadership.
• Serve as the first point of contact for internal and external communications regarding tenders on behalf of the sales leadership.
• Prepare, proofread, and format correspondence, reports, presentations, and technical/commercial bid proposals.
• Organize and document agendas, minutes, and follow-ups for bid-strategy meetings led by sales leadership.
• Handle sensitive pricing and technical information with the utmost confidentiality.

Board and Executive Team Support

• Assist in planning and coordinating sales review meetings and strategy sessions for the Executive Team.
• Assist in the creation and distribution of tender pipeline reports, win/loss analysis, and executive summaries for leadership review.
• Maintain organized and accessible records of all submitted bids, contracts, and executive-related sales documents.
• Ensure bid submissions are in compliance with internal governance and statutory regulations.

Administrative & Office Operations

• Manage administrative functions such as filing systems for tender documents, processing Earnest Money Deposits (EMD), and submitting Bank Guarantees (BG).
• Support in planning and executing internal bid kick-off meetings and coordination activities.
• Perform basic accounting functions, such as processing tender fee payments, managing bid-related expense reports, and coordinating with the finance department for invoicing.

Communication and Relationship Management

• Lead outreach efforts and follow-up with clients, government departments (CPWD, PWDs), consultants, and other key stakeholders.
• Represent the company in communication with external parties, maintaining a high standard of professionalism in pre-bid meetings and negotiations.
• Track engagement history and maintain databases of high-value contacts within a CRM system.

Project Coordination

• Assist in the management of strategic initiatives and high-value tender projects led by leadership.
• Conduct research, prepare competitor analysis reports, and provide briefs to support informed decision-making for bids.
• Liaise with cross-functional teams (Technical, Finance, Production) to ensure alignment with tender requirements and organizational goals.

Qualifications:

• Bachelor’s or Master’s degree in Business Administration, Engineering, or a related field.
• Minimum 3 years of relevant experience in a tender sales, bid management, or coordination role.
• Prior experience supporting a sales leadership team, preferably within the lighting or electrical industry, is strongly preferred.

Skills Required:

Mandatory:

• Excellent written and spoken communication skills in English.
• Strong organizational and multitasking abilities.
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
• High integrity and capacity to handle confidential information.
• Ability to work independently and under pressure to meet deadlines.

Preferred:

• Familiarity with government e-tendering portals (GeM, CPPP) and digital collaboration tools like Google Workspace, Zoom, and Slack.
• Exposure to startup or high-growth sales environments.
• Working knowledge of basic accounting, BOQ preparation, or budget tracking.

Working Conditions:

• May be required to adjust working hours depending on tender submission deadlines and leadership’s schedule.
• Remote, hybrid, or office-based setup, depending on organizational policy.
• Occasional travel will be necessary for meetings, site visits, or events.

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