Group Coordinator

An opportunity has arisen for an outstanding Group Coordinator to provide complete administrative support to our busy team in Mumbai!

Working amongst a team of dedicated, enthusiastic and creative engineering professionals, this role will see you work at the heart of the team ensuring that all operational support runs smoothly and allows our engineers to work to full capacity. You will be a real linchpin for your team, calmly handling your workload with maturity and efficiency. Utilising exceptional communication skills, you will confidently get things done and always anticipate what your team needs next. Creativity and an eye for design and detail will serve you well, in this wide-ranging and engaging position.

Here at Buro Happold, expect the exceptional.

From the projects you will work on to the clients we work with. From career-defining opportunities to an inclusive and diverse practice where we all contribute to a more equitable world. From our reputation to our relationships. Wherever your Buro Happold career takes you, it’ll be anything but ordinary

Your Next Role:

Contract & Commercial Governance

• Manage end-to-end processing of Main Project Contracts including LOA (Letter of Agreement), Work Orders, and formal agreements.
• Draft and process Subconsultant Agreements and Manpower Supply Contracts.
• Coordinate and manage Intercompany Agreements and Non-Disclosure Agreements (NDAs).
• Initiate contract review with the Commercial Legal Team (CLT).
• Liaise with Finance for commercial validation, compliance checks, and risk review.
• Facilitate approvals and execution from Project Director (PD), Project Partner (PP), and Managing Director (MD), as applicable.
• Maintain contract trackers ensuring proper documentation control and audit readiness.
• Dispatch finalized contracts to clients and subcontractors via secure email/courier with proper record maintenance.
  
  
  

Vendor Registration & Compliance Support

• Facilitate vendor registration processes by compiling required documentation from clients, subcontractors, and vendors.
• Coordinate with Accounts team for vendor code creation.
• Maintain structured records for compliance and audit purposes.
  
  
  

Organizational Structure Management

• Prepare and update organization charts across all disciplines.
• Ensure reporting structures reflect current team composition and changes.
• Share updated organizational charts with leadership for clarity and alignment.
  
  
  

Resource Planning Support to Leadership

• Assist leadership in manpower planning and allocation tracking.
• Provide structured inputs on resource deployment across projects.
• Support monitoring of staffing levels against workload and project timelines.
• Enable informed workforce planning decisions through organized data and reporting.
  
  
  

Leadership & Team Operational Support

• Provide structured administrative and operational support to Group Directors and multidisciplinary teams.
• Coordinate internal and client meetings, prepare agendas, record minutes, and track action items.
• Arrange and coordinate Career Path Objective (CPO) meetings twice annually.
• Support preparation of multidisciplinary reports ensuring adherence to templates, quality standards, and deadlines.
• Assist in formatting and reviewing official documentation aligned with internal brand and quality guidelines.
  
  
  

Knowledge Management & Documentation Governance

• Update and maintain Magellan (SharePoint) pages and structured team filing systems.
• Ensure documentation is organized, accessible, and aligned with internal governance standards.
• Maintain repositories for contracts, reports, approvals, and operational records.
• Support compliance with internal quality management frameworks.
  
  
  

Professional Membership & Licensing Support

• Coordinate professional membership applications and renewals for technical staff.
• Track license and certification validity and renewal timelines.
• Process reimbursement requests ensuring valid approvals from HR / Line Manager / Discipline Lead. Maintain records of professional credentials for compliance purposes.
  
  
  

Your Skills And Experience

• 5- 6 years of relevant experience in administration, group coordination, office support, or a similar role.
• Experience in a professional services, consulting, or engineering environment is preferred.
• Strong understanding of contract lifecycle and approval workflows.
• High attention to detail with strong documentation and governance discipline.
• Excellent stakeholder coordination and follow-up capability.
• Strong organizational and time management skills.
• Ability to handle confidential and commercially sensitive information.
• Strong written communication and professional documentation skills.
• Proficiency in MS Office (especially Excel for tracking and reporting).
• Ability to manage multiple priorities in a deadline-driven environment.
  
  
  

What We Offer You

• Bring your knowledge and expertise to one of the world’s most respected consultancies.
• Competitive salary and benefits package including Annual Discretionary Bonus, Comprehensive Health Insurance Scheme for both you and your family, Group Personal Accident Cover
• Our 5-day workweek policy supports work-life balance, ensuring you have time to relax and recharge.
• A strong commitment to your continuous development. Whatever stage in your career, we have a learning and development programme that will enable and empower you.
• Receive entitlements to two professional memberships or subscriptions, fostering your professional network and knowledge.
• Benefit from our Employee Referral Bonus, rewarding you for bringing talented candidates into our fold.
• A commitment to your wellbeing through a comprehensive Employee Assistance Programme (EAP) and wellness initiatives designed to support your mental and physical health.
• Back to Work Program for Women - Swam Siddha - Were committed to empowering women, facilitating seamless re-entry into the workforce through our dedicated program.
• Engage with our vibrant community through the Young Employees Forum, Diversity and Inclusion Forum, and BH Womens Network, fostering a supportive and diverse workplace culture.
• Make a difference in the world with our Share Our Skills (SOS) program, offering opportunities to support local communities and those in need globally.
• An International Culture that wherever your career takes you at Buro Happold, you won’t be far from the exceptional. Join us to find out what you’re capable of.
  
  
  

#Onsite

A place for everyone

Buro Happold values an individuals flexible approaches to working patterns as an important part of the way you work and achieve balance. We welcome applications from those who are seeking flexibility in their careers.

Our exceptional portfolio of projects is the result of the diversity of thought, identities, backgrounds, and experiences that shape us. Appreciating each other’s differences is key, we want employees to feel they don’t have to mask elements of their identity to thrive.

We are working to change the lack of representation of marginalised groups in the built environment and are particularly keen to hear from anyone who feels they are underrepresented in the industry. We have much to learn from one another. Embracing differences allows us to develop the most innovative and elegant solutions.

Please let us know if there are any adjustments, we could make to the application process to make it easier and more comfortable for you. Contact IndiaHR@burohappold.com so we can work with you to support you throughout your application.

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