Joining Arup
Arup is the creative force at the heart of many of the world's most prominent projects in the built environment and across industry. Working in more than 140 countries, the firm's designers, engineers, architects, planners, consultants and technical specialists work with our clients on innovative projects of the highest quality and impact. We embrace equality, diversity and inclusion in all aspects including individual differences and open-mindedness.
The Opportunity
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Business development and bidding support
Provide administrative and coordination support for business development activities and bid processes, including but not limited to:
- Support preparation, formatting, and coordination of proposal documents and submissions
- Coordinate meetings and documentation required for bid and tender processes
- Assist with preparation of marketing materials, project lists, and capability information
- Maintain records and documentation related to bids, proposals, and client engagement activities
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Project and commercial administration
Support project teams in administrative and commercial processes throughout the project lifecycle, including but not limited to:
- Assist with project setup, documentation, and system processes (e.g. CRM updates, project numbers, records management)
- Support invoice preparation, expense tracking, and other financial administration tasks
- Maintain project documentation, filing systems, and records in accordance with Arup processes
- Support project close-out activities and documentation
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Office operations and team support
Provide general administrative support to ensure smooth operation of the team, including but not limited to:
- Handle travel-related arrangements (including flights, accommodation, local transport, and other logistics as required)
- Manage meetings and associated arrangements (including internal meetings, external venue bookings, and workshops/events)
- Support team coordination, onboarding processes, training logistics, and internal communications
- Assist in organizing team events, workshops, and engagement activities
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Information and document support
Provide general support in document preparation and information management, including but not limited to:
- Format, compiling, and maintaining documents and reports in line with Arup standards
- Support document control, filing, and data management processes
- Assist in maintaining base CVs, project references, and capability information
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Translation & Interpretation
- Support translation (English – Vietnamese, Vietnamese - English) of bidding and project documents
- Support interpretation at project meetings and client meetings when required.
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General administrative support
Undertake administrative duties as required to support business needs, demonstrating flexibility to respond to changing priorities, project requirements, and team demands.
Is this role right for you
- Relevant industry experience in administration within a consulting/engineering/built environment business
- Good understanding of processes, guidelines and job instructions, knowledge of nuances and ambiguities.
- Capable of working well with people at all levels (both technical and non-technical staff)
- Ability to maintain personal effectiveness particularly during periods of higher than normal workload
- Results driven, with ability to remain positively motivated and foster team spirit at times of significant pressure, including assisting others to meet deadlines
- Self-aware and takes responsibility for own actions
- Proactive in assisting others to improve the operation of the team
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Technical Skills
- Microsoft Office:
- Outlook (Advanced)
- Word (Advanced)
- Excel (Intermediate)
- PowerPoint (Intermediate)
- Teams (Intermediate)
- Document formatting skills:
- Able to identify and fix formatting issues
- Knows where to find information for troubleshooting
- Able to proofread content for consistency, use checklists and query with author
- High accuracy of data input
- Effective written and verbal communication skills in English is a must
- Excellent literacy and numeracy skills.
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 ur reward, enabling eligible 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 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. Arup provides an environment where you will 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 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.
Our Application Process
Please apply directly through our applicant tracking system. Shortlisted candidates will be contacted by Talent Acquisition to discuss next steps. Stay safe online – Arup will never ask for your bank details as part of our recruitment process.
