Correspondence Specialist

Tender Correspondence Specialist – Government \& Municipal Projects

Company: Konark Infrastructure : Tendering \& Corporate AffairsLocation: Ulhasnagar

Experience: 3–7 YearsEmployment Type: Full\-TimeReporting To: Head – Tendering / Director

Job Overview

We are looking for a highly organised, proactive and detail\-oriented Tender Correspondence Specialist to manage all official communications, documentation, representations and follow\-ups with various Government Departments, Municipal Corporations, Municipal Councils, Smart City Authorities and other public\-sector organisations.

The candidate will be responsible for handling end\-to\-end correspondence related to Solid Waste Management (SWM), Water Supply, Infrastructure and other government projects and tenders.

The ideal candidate must have excellent drafting skills, knowledge of government procedures, strong follow\-up capabilities and the ability to coordinate with senior government officials and multiple internal departments.

Key Responsibilities

1\. Government \& Municipal Corporation Correspondence

• Draft, prepare and manage official letters, applications, representations, requests, clarifications and replies.
• Handle correspondence with Municipal Commissioners, Additional Commissioners, Deputy Commissioners, Chief Officers, Executive Engineers, City Engineers and other government authorities.
• Maintain regular communication with various Municipal Corporations, Municipal Councils, Nagar Panchayats and government departments.
• Prepare letters concerning work orders, commencement of work, extensions, approvals, permissions, project\-related issues and contractual matters.
• Ensure timely submission and follow\-up of all official communications.

2\. Tender Department Correspondence

• Handle all pre\-bid and post\-bid correspondence with tendering authorities.
• Draft pre\-bid queries, technical clarifications, representations and requests for amendments.
• Prepare replies to show\-cause notices, deficiency letters, observations and technical or financial queries.
• Handle communications relating to EMD, security deposits, performance bank guarantees, tender fees and eligibility requirements.
• Coordinate with tender departments for bid submission, technical evaluation, financial evaluation and Letter of Acceptance (LOA).
• Track tender\-related communications and ensure no deadlines are missed.

3\. Solid Waste Management (SWM) Projects

• Handle correspondence relating to door\-to\-door waste collection, transportation, street sweeping, waste processing, transfer stations and municipal sanitation projects.
• Draft letters concerning deployment of manpower, vehicles, machinery, GPS systems and project operations.
• Handle representations relating to delayed payments, work execution, additional work, deviations, variations and extra items.
• Coordinate with municipal SWM departments, Health Departments, Sanitation Departments and Environmental Departments.

4\. Water Supply \& Infrastructure Projects

• Manage official communications concerning water supply projects, pipeline laying, household connections, meter installation, AMRUT 2\.0 and related infrastructure works.
• Draft letters concerning technical approvals, site handovers, drawings, measurements, work progress and project extensions.
• Coordinate with Water Supply Departments, Engineering Departments, Public Health Engineering Departments and other relevant authorities.

5\. Government Departments \& Other Authorities

Manage correspondence with

• Municipal Corporations and Municipal Councils.
• Urban Development Department.
• Public Works Department (PWD).
• Maharashtra Jeevan Pradhikaran (MJP).
• State Water Supply and Sanitation Departments.
• Smart City SPVs and AMRUT authorities.
• State and Central Government tender authorities.
• Pollution Control Boards and other regulatory authorities.
• Government procurement and e\-tendering departments.

6\. Documentation \& Record Management

• Maintain a centralised register of all incoming and outgoing correspondence.
• Maintain letter numbers, dates, acknowledgements and submission records.
• Track pending replies, approvals, reminders and escalation requirements.
• Maintain soft and physical records of all government communications.
• Prepare daily, weekly and monthly correspondence status reports.
• Maintain a systematic digital archive, indexed project\-wise and department\-wise.

7\. Internal Coordination

• Coordinate with Tendering, Legal, Finance, HR, Accounts, Operations and Project Management teams.
• Collect necessary information from respective departments before drafting official replies.
• Ensure all communications are reviewed and approved by authorised management personnel wherever required.
• Follow up internally to ensure timely responses to government authorities.

Required Skills \& Qualifications

• Graduate in any discipline; preference for candidates with a degree in Commerce, Management, Arts or Law.
• 3–7 years of experience in government correspondence, tender documentation, infrastructure or municipal projects.
• Excellent written and verbal communication skills in English, Hindi and Marathi.
• Strong drafting skills for official letters and government representations.
• Knowledge of government tendering procedures and municipal administration.
• Good command of MS Word, Excel, Outlook and PDF documentation.
• Ability to maintain records, trackers and follow\-up schedules.
• Professional communication skills and ability to coordinate with senior government officials.
• High degree of confidentiality, discipline and accountability.

Preferred Experience

Candidates who have previously worked with

• Solid Waste Management companies.
• Infrastructure and construction companies.
• Water supply and pipeline contractors.
• Government tendering and consultancy firms.
• Municipal Corporation or Government offices.

Key Performance Indicators (KPIs)

• 100% tracking of incoming and outgoing official correspondence.
• Zero missed deadlines for tender\-related communications.
• Timely submission of pre\-bid queries, clarifications and representations.
• Regular follow\-up on pending approvals, payments and official responses.
• Proper documentation and digital filing of all correspondence.
• Timely escalation of critical matters to senior management.
• Accuracy and professionalism in all official communications.

Personal Attributes

• Extremely organised and systematic.
• Excellent follow\-up and coordination skills.
• Confident in dealing with government offices and senior officials.
• Strong written communication and drafting abilities.
• Proactive, responsible and deadline\-oriented.
• Capable of handling multiple projects and departments simultaneously.
• Maintains strict confidentiality and professional integrity.

The ideal candidate should be capable of independently managing the company’s entire official correspondence ecosystem across multiple municipal corporations, government departments and tendering authorities.

Pay: Up to ₹500,000\.00 per year

Benefits

• Commuter assistance
• Flexible schedule
• Provident Fund

Work Location: Hybrid remote in Ulhasnagar, Maharashtra 421003