Business Administrator

Arup’s purpose, shared values and collaborative approach have set us apart for 80 years, guiding how we shape a better world. We are looking for a proactive, achievement-focused Business Administrator who thrives in a dynamic multinational environment and enjoys supporting diverse teams in a matrix structure.

In this role, you will provide high-quality administrative, coordination and document support to teams across the group, partnering with senior Business Administrators, project teams and stakeholders to keep work moving smoothly and professionally.

At Arup, you belong to an extraordinary collective – in which we encourage individuality to thrive. Our strength comes from how we respect, share and connect our diverse experiences, perspectives and ideas.

You will have the opportunity do socially useful work that has meaning – to Arup, to your career, to our members and to the clients and communities we serve.

The Opportunity

• Provide responsive day-to-day business administration support across group operations, including calendar coordination, travel, meetings, workshops, distribution lists, SharePoint/Teams sites, timesheets, onboarding and general enquiries.
• Coordinate logistics for team activities and business events, including catering, training support, staff initiatives, corporate card bookings and documentation, ensuring a professional and well-organised experience.
• Support project, bid and tender administration, including CRM entries, confirmed job number applications, tender downloads/uploads, bid review meetings, response document coordination, compliance checks and post-bid filing.
• Assist with commercial and finance-related administration, including supplier invoice submissions, time and expense transfers, report preparation and support for project close-out activities.
• Produce, format and compile high-quality documents and deliverables in line with Arup templates, corporate style guidelines and project requirements, including small, medium and larger project documents.

Is this role right for you?

• Relevant administration experience: Experience in a consulting, engineering, built environment or similarly complex professional services organisation, with confidence working across multiple teams and stakeholders.
• Strong systems and document skills: Advanced capability in Outlook and Word, intermediate capability in Excel, PowerPoint and Teams, with strong attention to formatting, accuracy, proofreading and document quality.
• Customer-focused and solutions-oriented mindset: A professional, diplomatic and confidential approach, with the ability to solve problems, respond to requests and provide practical guidance on systems and processes.
• Planning, prioritisation and delivery focus: Ability to organise competing tasks, meet deadlines, follow processes, seek the right approvals and deliver accurate outcomes in a fast-paced, matrix environment.
• Learning agility, resilience and continuous improvement: A growth mindset, openness to new technology and ways of working, willingness to seek and apply feedback, and the ability to adapt positively to changing business needs.

What We Offer You At Arup, we care about each member’s success, so we can grow together.

Guided by our values, we provide an attractive total reward package that recognises the contribution of each of our members to our shared success. As well as competitive, fair and equitable pay, we offer a career in which all of our members can belong, grow and thrive – through benefits that support health and wellbeing, a wide range of learning opportunities and many possibilities to have an impact through the work they do.

We are owned in trust on behalf of our members, giving us the freedom, with personal responsibility, to set our own direction and choose work that aligns with our purpose and adds to Arup’s legacy. Our members collaborate on ambitious projects to deliver remarkable outcomes for our clients and communities. Profit Share is a key part of our reward, enabling members to share in the results of our collective efforts.

Different people, shared values Arup is an equal opportunity employer that actively promotes and nurtures a diverse and inclusive workforce. We welcome applications from individuals of all backgrounds, regardless of age (within legal limits), gender identity or expression, marital status, disability, neurotype or mental health, race or ethnicity, faith or belief, sexual orientation, socioeconomic background, and whether you’re pregnant or on family leave. We are an open environment that embraces diverse experiences, perspectives, and ideas – this drives our excellence.

Guided by our values and alignment with the UN Sustainable Development Goals, we create and contribute to equitable spaces and systems, while cultivating a sense of belonging for all. Our internal employee networks support our inclusive culture: from race, ethnicity and cross-cultural working to gender equity and LGBTQ+ and disability inclusion – we aim to create a space for you to express yourself and make a positive difference. Discover more about life at Arup at www.arup.com/careers/your-life-at-arup.

We are committed to making our recruitment process and workplaces accessible to all candidates. Please contact Helen Pakhomov to let us know if you need any assistance or reasonable adjustments throughout your application or interview process, and/or to perform the essential functions of the role. We will do everything we can to support you.