Bid & Documentation Specialist

Job Description – Bid & Documentation Specialist

Location: Adyar, L.B Road, Chennai
Department: Sales / Business Development
Company: TVS Electronics

NOTE: Proficiency must in HINDI Language.

Role Overview

The Bid & Documentation Specialist will be responsible for managing the entire lifecycle of bid/tender documentation, ensuring compliance with client requirements, and coordinating with internal teams for timely and high-quality submissions. The role also includes maintaining updated company documents, certifications, and manufacturer forms required for participation in tenders and proposals.

Key Responsibilities

Bid Management & Proposal Preparation

• End-to-end ownership of RFP/RFQ/RFI response preparation and submission.
• Coordinate with internal stakeholders to ensure timely and compliant bid submissions.
• Draft, review, and edit proposals ensuring alignment with client requirements.
• Generate and manage manufacturer authorization forms for bids.

Documentation & Compliance

• Maintain updated records of company registrations, statutory documents, and certifications (ISO, OEM, GST, PAN, etc.).
• Manage centralized repository of company profiles, credentials, and standard documents required for tenders.
• Ensure version control, accuracy, and consistency of documentation.
• Prepare and standardize client-facing documents, presentations, and agreements.

Process Excellence & Tracking

• Maintain a bid tracker to monitor pipeline, deadlines, and status updates.
• Ensure strict adherence to tender guidelines, submission deadlines, and compliance norms.
• Implement document management best practices and templates.
• Support audits and internal reviews with accurate documentation records.

Cross-Functional Collaboration

• Act as SPOC for bid-related documentation and clarifications.
• Liaise with sales, technical, finance, and legal teams for inputs.
• Conduct bid review meetings and share updates with management.

Key Skills & Competencies

• Proficiency in bid management, tender documentation, and proposal writing.
• Strong knowledge of maintaining company certificates, statutory documents, and compliance records.
• Ability to prepare, format, and generate manufacturer forms for tender submissions.
• Fluent communication skills in Hindi and English (both written and verbal).
• Strong organizational skills and ability to manage multiple submissions under tight deadlines.
• High attention to detail and accuracy.
• Proficiency in MS Office Suite (Word, PowerPoint, Excel); knowledge of e-procurement portals preferred.

Qualifications & Experience

• Graduate / Postgraduate in Business Administration, English, Communications, or related field.
• 3–6 years of experience in bid management, tender coordination, or document management.
• Prior experience in IT, electronics, or technology-driven industries will be an added advantage.

Job Type: Full-time

Pay: ₹25,000.00 - ₹30,000.00 per month

Experience:

• Bid Management: 1 year (Required)

Language:

• Hindi (Required)

Location:

• Chennai, Tamil Nadu (Required)

Work Location: In person