Global Buildings Tender Excellence Support Team Administrator - Mumbai

Main Role Responsibilities

• Assume full responsibility for the governance, control and ongoing maintenance of the Global Buildings Tender Excellence Hub SharePoint site, ensuring that all hosted information is accurate, current, relevant and aligned with organisational standards. This includes routinely reviewing site content, validating document versions, and implementing updates to maintain a high-quality and reliable central resource for bid and sales teams.
• Proactively identify, source and collect new and updated material by collaborating closely with Service Line and Spearhead G&S Leads, geographic tender teams, Bid Managers and other sales-focused stakeholders. Ensure the Hub comprehensively reflects the full breadth of expertise, capability and collateral required to support successful bid development, proposal writing and sales activities across the business.
• Manage the upload, cataloguing, tagging and archiving of content—including exemplar bid submissions, capability materials, boilerplate text, project summaries and sales collateral—provided by subject matter experts and other contributors. Ensure all documents follow correct naming conventions, metadata requirements and store in appropriate libraries to facilitate efficient search and retrieval by users.
• Provide support for the development of bid- and sales-related content, such as capability statements, exemplar project descriptions, standard responses and other supporting documentation. Assist in formatting, refining and organising materials to ensure consistency with corporate branding and quality expectations.
• Continuously enhance the structure, usability and functionality of the SharePoint site, identifying opportunities for improved user experience through layout refinements, navigation simplification, and application of SharePoint features or workflows. Where appropriate, explore and pilot alternative digital tools or platforms to optimise information sharing and collaboration.
• Produce and distribute usage, activity and engagement reports on a regular or ad-hoc basis, analysing user metrics to understand patterns, highlight issues, and inform future site improvements or training needs.

Required qualifications, skills and knowledge

• Bachelor's degree in business administration, Construction Management, Project Management or
• 4–6 years of experience in a support, coordination, or administrative role—ideally within:
• Tendering / bidding / proposals
• Construction or buildings sector
• Engineering or technical services environment
• Global/multinational corporate teams
• Experience supporting end-to-end tender processes (RFI, RFQ, RFP stages) is a strong advantage.
• Excellent understanding and experience of SharePoint and other complementary systems/software such as Microsoft Dynamics CRM, PowerBI,Aconex CoPilot/other AI tools, all Microsoft Office Software (ie PowerPoint, Excel, Word) and Adobe Suite (preferred but not essential)
• Excellent organisational skills.
• Excellent communication / interpersonal skills
• Experience with ISO standards (especially ISO 9001 for quality management).
• Fluent English as a minimum.

We are looking for an experienced administrator with excellent organisational skills to be part of our Global Buildings Central Enablement Support Team in Mumbai, India.  You will work with the Global Buildings Commercial Team Head of Sales and Tender Excellence, along with your colleagues in the Central support team in India and Ramboll staff across all geographic regions.  Your primary role will be focussed on maintaining the Global Buildings Tender Excellence Hub SharePoint site, which is a centralised library of proposal and sales material for the use of all Buildings GBA staff specifically working on proposals and work winning activities. You will be the main point of contact for uploads, updates and development of the site to provide the best value to our business.  You may also assist in generating data or content directly for the site, working with the commercial team and/or technical specialists as required.  This role provides a critical interface to ensure the SharePoint site contains all best practice material including exemplar bid and sales material, that is easily accessible from across the Global Buildings business.

Our vision for bidding

Our vision is to create a central team who work together to deliver bidding excellence and help us win more, better. The team will work directly on our most important strategic bids, but at the same time help manage and build the Tender Excellence hub - the ‘go to’ place for all our bids where we have access to our best material.

How to apply

Apply online. Attach your CV, cover letter and relevant documents showcasing why you are the right fit for the role, and when you are available to start. We look forward to receiving your application.