Back Office Executive – Tender & Spare Parts

Job Title

Back Office Executive – Tender & Purchase

Department

Back Office / Procurement

Experience

1+ Years (Preferred)

Qualification

Graduate or Diploma in a relevant field.

Skills Required

MS Excel, MS Office, Tender Documentation, Vendor Coordination, and Purchase Management

Job Responsibilities

Tender Management

Handle online and offline tender processes and documentation.

Prepare and submit tender bids through government and private e-tender portals.

Have working knowledge of the GeM portal and other e-procurement portals.

Prepare technical and commercial bid documents, quotations, and compliance statements.

Coordinate for EMD, tender fees, bank guarantees, and other required documents.

Track tender notifications, submission deadlines, and bid-opening dates.

Maintain tender records and follow up on tender status.

Spare Parts Purchase

Handle the purchase of spare parts, tools, equipment, and other required materials.

Obtain quotations from suppliers and compare prices, specifications, and delivery terms.

Prepare purchase orders and coordinate with vendors for timely delivery.

Identify suitable suppliers and maintain vendor databases.

Follow up on pending orders, material availability, and delivery schedules.

Coordinate with the stores and service teams to understand spare parts requirements.

Verify supplier quotations, invoices, and delivery documents.

Maintain purchase records, stock-related documents, and procurement reports.

Back Office & Administrative Work

Maintain records, files, reports, and official correspondence.

Prepare Excel reports, purchase registers, and tender tracking sheets.

Handle emails, quotations, invoices, and other business documents.

Coordinate with accounts, sales, service, stores, and procurement departments.

Follow up with customers and suppliers regarding documentation and order status.

Ensure proper documentation and timely completion of assigned tasks.

Required Skills

Knowledge of tender preparation and e-tender submission procedures.

Basic knowledge of GeM and government procurement processes.

Experience or knowledge of spare parts purchasing and vendor management.

Good communication, coordination, and negotiation skills.

Proficiency in MS Excel, MS Word, and email communication.

Good documentation, time management, and organizational skills.

Preferred Candidate

The ideal candidate should be organized, detail-oriented, and capable of handling tender documentation and spare parts procurement independently. Candidates with prior experience in industrial equipment, machinery, automotive spares, or technical products will be preferred.

Job Location

Kolkata

Salary

As per experience and company standards

Pay

₹10,000.00 - ₹15,000.00 per month

Benefits

Health insurance

Provident Fund

Work Location

In person