Important Notes for Applicants

Please read the complete job description till the end.

This role is largely focused on documentation, coordination, data management, systems and reporting support .

Pls mandatorily register your details here too :

About the Company

HR Interface Recruitment Consulting has been exclusively retained to hire for our clients Hyphen Group (Hyphen Architects) - a leading International Top 75 Global Architecture and Design firm , ranked among the world’s top 75 firms with a network of studios across Europe, Latin America, and Asia (12 studios worldwide — spread across Winchester, London, and Belfast (UK) | Dublin (Ireland) | Berlin (Germany) | Madrid (Spain) | Paris (France) | Milan (Italy) | Santiago (Chile) | Mexico City and Adelaide (Australia).

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Role Summary:

Company: Hyphen Architects (Hyphen Group)

Website:

Location: Powai, Mumbai

Official Designation: Bid Co-ordinator

Years of Experience: 3–6 years of experience in bid coordination, proposal coordination, business development support, project coordination, documentation, operations or a similar role .

CTC: ₹7–9 LPA

Job Type: Full-time, On-site, Mon–Fri (5-day work week)

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Position Overview

- We are looking for a highly organised, detail-oriented and systems-driven Bid Coordinator to support the UK Bid Manager and Directors in the coordination and administration of group-wide bid management activities.
- This is a documentation, coordination, data management and reporting-focused role .
- The successful candidate will be responsible for ensuring that bid-related information, documents, trackers, systems and reports are maintained accurately and efficiently, while coordinating with internal stakeholders to keep bid processes moving smoothly.
- The role would suit someone who enjoys working with documents, data, systems, deadlines and multiple stakeholders , and who is comfortable bringing structure and organisation to a fast-moving environment.

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Key Responsibilities

1. Bid Coordination & Support

- Support the UK Bid Manager and Directors with the coordination of bids and proposals across the group.
- Assist in maintaining bid schedules, trackers, submission timelines and action lists.
- Coordinate with relevant internal stakeholders to collect information, documents, credentials, project data and other bid inputs.
- Follow up with stakeholders to ensure required information is received within agreed timelines.
- Maintain organised records of current, completed and upcoming bids.
- Assist with compiling and formatting bid documentation and supporting materials.
- Ensure bid documents are complete, correctly named, version-controlled and stored in the appropriate locations.
- Support the Bid Manager with day-to-day administrative requirements associated with bid submissions.
- Help ensure that agreed bid processes and systems are followed consistently across the group.

2. Data & Document Management

- Own and maintain bid-related databases, trackers and information repositories.
- Ensure information is accurate, complete, current and easily accessible.
- Maintain project sheets, company credentials, team CVs, case studies, awards,



experience records and other recurring bid information.
- Organise and maintain digital documentation using a clear and consistent filing structure.
- Manage document versions and ensure outdated information is appropriately archived.
- Identify gaps, inconsistencies or outdated information and coordinate with relevant teams to resolve them.
- Support the development and maintenance of structured datasets that can eventually be integrated with or automated through internal systems.

3. Systems & Process Support

- Develop a strong understanding of the group's bid management systems, processes and workflows.
- Maintain and update systems and trackers used for bid management and reporting.
- Help standardise information, templates, naming conventions and documentation processes.
- Identify opportunities to make information management and coordination more efficient.
- Support the transition of repetitive data-management activities towards greater automation over time.
- Ensure processes are followed consistently and flag issues or bottlenecks to the relevant stakeholders.

4. Reporting & Administration

- Prepare regular bid-related reports, status updates and management information.
- Maintain dashboards, trackers and reports for the UK Bid Manager and Directors.
- Track key deadlines, outstanding actions and submission requirements.
- Coordinate meetings, agendas, action points and follow-ups where required.
- Prepare presentations, spreadsheets, documents and other administrative materials.
- Provide general administrative and coordination support to the Bid Management function.

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Key Skills & Competencies

Communication

- Very strong written and verbal communication skills.
- Ability to communicate clearly and professionally with senior stakeholders and multiple internal teams.
- Comfortable following up with people and ensuring deadlines are met.

Organisation & Coordination

- Excellent organisational and coordination skills.
- Strong attention to detail and ability to manage multiple tasks simultaneously.
- Comfortable working with deadlines and structured processes.
- Strong follow-through and ownership of assigned tasks.

Data & Document Management

- Robust ability to organise, structure and maintain large volumes of information.
- High level of accuracy and attention to detail.
- Comfortable working with databases, trackers, shared folders and document repositories.
- Good understanding of document control and version management.

Systems Mindset

- Naturally process-oriented and systematic in the way they work.
- Able to understand workflows and follow defined processes.

MS Office

- Strong proficiency in Microsoft Excel, Word and PowerPoint .
- Comfortable working with spreadsheets, trackers, tables and reports.

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Desired Experience

- 3–6 years of experience in bid coordination, proposal coordination, business development support,



project coordination, documentation, operations or a similar role .
- Experience within architecture, design, engineering, construction, professional services or another project-based environment would be advantageous.
- Previous exposure to bid/proposal processes is preferred, but strong candidates from documentation-heavy coordination roles may also be considered.
- Experience supporting senior stakeholders or working with multiple teams will be an advantage.

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What We Are Looking For

The ideal candidate is someone who:

- Is exceptionally organised and detail-oriented.
- Enjoys working with documents, data and systems.
- Is comfortable managing repetitive but important information accurately.
- Takes ownership of trackers, databases and documentation rather than simply updating them when asked.
- Is proactive about following up and closing open actions.
- Can work independently while coordinating effectively with multiple stakeholders.
- Has a structured, process-driven approach to work.
- Is confident communicating with senior team members.
- Is comfortable working in a deadline-driven environment.
- Has an interest in improving processes and eventually supporting automation of data-management activities.

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Role Scope

This is not primarily a sales or business-development role . The core focus is on bid coordination, documentation, data management, systems, reporting and administrative support .

The successful candidate will act as an important operational support layer for the UK Bid Manager and Directors, ensuring that information is organised, documentation is accurate, deadlines are tracked and the overall bid-management process runs smoothly.

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Why This Role Stands Out

- Opportunity to work with a Top 75 global architecture and design firm
- Exposure to international bid management standards, systems and processes
- Opportunity to work closely with a UK Bid Manager and senior Directors
- High ownership role within a growing India team
- Strong learning curve across coordination, documentation, systems and global collaboration
- Chance to contribute to the development and eventual automation of data-management processes
- Scope to grow within the broader Bid Management / Business Development Operations function

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How to Apply

Apply via LinkedIn here OR if the job is closed on LinkedIn, register your details here: Application Form (we prioritize processing these applications first)

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HR Interface Recruitment Consulting is a trusted recruitment partner helping clients hire mid & senior level, high-impact talent across India, Middle East, APAC & Europe regions.

Follow us on LinkedIn:

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Do Connect with Nalini Prakash - Senior Consultant – Architect / Design Hiring at HR Interface Recruitment Consulting (Add on Linkedin)

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If your profile is shortlisted, we look forward to exploring what makes you the perfect fit for this exciting opportunity.

📌 Documentation Co-ordinator (AEC Industry only) (Mumbai)
🏢 HR Interface Recruitment Consulting
📍 Mumbai