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