Bid Team Group Coordinator

Buro Happold Limited; Bath, Greater London; Hybrid; GBP 28,000 - 38,000; Full time

Benefits offered by this job

Hybrid working

Life assurance

Pension scheme

Cycle scheme

Flex benefits

Enhanced parenthood leave

2 professional memberships

Wellbeing program

Job summary

Buro Happold Limited in Bath or London is seeking a highly organised Bid Team Group Coordinator to join our UK Business Development team on a hybrid basis. You will coordinate meetings, support bids and maintain knowledge resources, ensuring brand standards across documents.

You’ll work with the Bid, Visual Communications and Knowledge teams to keep information current and accessible. This role suits someone who thrives on variety, can manage multiple priorities and enjoys helping teams perform

Qualifications

• Experience providing administrative or group coordination support.
• Strong MS Office skills (Word, Excel, PowerPoint, Teams, SharePoint).
• Experience with databases, systems, and document management tools.
• Excellent communication and organisational skills.
• Ability to stay calm under pressure and manage multiple deadlines.
• Proactive problem-solving and independent working capability.
• Willingness to learn new systems and processes.
• Experience with InDesign is beneficial but not essential.

Responsibilities

• Coordinating meetings for the Bid, Visual Communications and Knowledge teams, including scheduling, agenda preparation, minute taking and action tracking.
• Managing travel arrangements and supporting day-to-day team activities.
• Working with Business Services and other stakeholders to support smooth function operations.
• Preparing, formatting and quality-checking documents, presentations, and correspondence to align with brand standards.
• Organising team events, workshops and away days to foster collaboration and engagement.
• Supporting onboarding of new starters, inductions, training, IT requirements and equipment allocation.
• Acting as a point of contact for bid support requests and sourcing information for work-winning activities.
• Assisting with creation and maintenance of bid content (CVs, project sheets, pre-qualification submissions).
• Supporting management of marketing and knowledge assets via OpenAsset and updating key libraries.
• Coordinating project sheet requests and professional photography sessions for current marketing materials.
• Supporting learning and development by coordinating training and promoting system/process adoption.
• Ensuring adherence to quality templates and processes, and helping resolve system issues.

Skills

Administrative experience

Microsoft Office

Communication

Organisational skills

Stakeholder management

Attention to detail

Tools

SharePoint

OpenAsset

InDesign

Job description

Help create a seamless experience for our teams by coordinating activities, supporting bids and keeping essential knowledge resources up to date. This person will be based in Bath or London on a hybrid working model. At Buro Happold, our success is built on collaboration, creativity, and the people who help us deliver exceptional outcomes for our clients. We're looking for a highly organised and proactive Bid Team Group Coordinator to join our UK Business Development team and play a vital role in supporting our Bid, Visual Communications, and Knowledge teams. This is an excellent opportunity for someone who enjoys bringing structure to a busy environment, thrives on variety, and takes pride in helping teams perform at their best.

As Bid Team Group Coordinator, you'll be at the heart of a dynamic work-winning function, providing administrative, coordination, and operational support across a range of activities.

Key Responsibilities:

• Coordinating meetings for the Bid, Visual Communications and Knowledge teams, including scheduling, agenda preparation, minute taking and action tracking.
• Managing travel arrangements and supporting day-to-day team activities, ensuring colleagues have the resources and support they need to operate effectively.
• Working closely with Business Services teams and other internal stakeholders to support the smooth running of the function.
• Preparing, formatting and quality-checking documents, presentations and correspondence, ensuring all outputs align with Buro Happold brand standards.
• Organising team events, workshops and away days, helping to foster collaboration and engagement across the group.
• Supporting the onboarding of new starters, coordinating inductions, training sessions, IT requirements and equipment allocation.
• Acting as a key point of contact for bid support requests and helping the team source relevant information for work-winning activities.
• Assisting with the creation and maintenance of bid content, including CVs, project experience sheets and pre-qualification submissions.
• Supporting the management of marketing and knowledge assets by maintaining content within OpenAsset and coordinating updates across key libraries.
• Managing project sheet requests and coordinating professional photography sessions to ensure marketing materials remain current and accurate.
• Supporting learning and development initiatives by coordinating training activities and helping colleagues make the most of company systems, templates and processes.
• Ensuring adherence to quality management systems, templates and administrative processes, while helping identify and resolve system issues when required.

What We Are Looking For:

We're seeking someone who is naturally organised, detail-oriented, and confident managing multiple priorities. You'll enjoy working with people, building strong relationships, and taking ownership of tasks from start to finish.

You’ll bring:

• Previous administrative or team coordination experience.
• Strong Microsoft Office skills, including Word, Excel, PowerPoint, Teams and SharePoint.
• Experience working with databases, systems, and document management tools.
• Excellent communication and organisational skills.
• The ability to remain calm under pressure and manage competing deadlines.
• A proactive approach with strong problem-solving capabilities.
• Experience supporting a team environment while confidently working independently.
• A willingness to learn new systems and processes.
• Experience with InDesign would be beneficial but is not essential, as training can be provided.

Why Join Buro Happold?

At Buro Happold, we believe in creating a better, more sustainable world. You’ll be part of a team that values innovation, collaboration, and excellence. We offer a supportive environment where your contributions make a real difference.

What we Offer You:

• Hybrid working arrangements.
• Attractive salary and benefits package including, life assurance and income protection.
• Holiday entitlement of 25 days per annum (exclusive of bank holidays) and flexible holiday arrangements.
• Generous company pension scheme.
• Flexible benefits including cycle scheme, dental insurance, optical cover, travel insurance, season ticket loans, and corporate discounts.
• Enhanced parenthood leave policies.
• 3pm finish on the last Friday of the month.
• 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.
• Entitlement to two memberships to professional bodies or subscriptions
• A commitment to your wellbeing through a comprehensive employee assistance programme and wellbeing activities. A supportive and inclusive environment that will welcome you through social and outreach activities from the Young Employees Forum to mentoring.
• An international culture that wherever your career takes you at Buro Happold, you won’t be far from the exceptional.

A place for everyone

Buro Happold values individual's 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 difference 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.