Group Cordinator

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

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