Office administrator

Arup’s purpose, shared values and collaborative approach has set us apart for over 75 years, guiding how we shape a better world.

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.

Arup opened the Austin office in 2022 to expand our on-the-ground presence in Central Texas, and we are growing fast. The office brings together a team of designers, advisors, and experts committed to sustainable development who are working across the built environment.

We are currently seeking an experienced Office Administrator to join our team in the Austin office. The ideal candidate will have a background in project and office administration, with experience liaising with external collaborators.

The position will also involve supporting projects in our wider Texas Region. This role requires a highly motivated self-starter who understands the day-to-day needs of a startup and self-thinking environment and will play a key role in shaping and sustaining our Austin office.

Responsibilities (appears in job posting as Responsibilities will include but not be limited to the following :

• Ensure the smooth operation of the office by overseeing all facilities tasks to maintain an organized and efficient work environment.
• Act as a central point of contact for internal and external stakeholders, demonstrating excellent communication skills and the ability to handle confidential information with discretion.
• Enjoy providing high level of client and customer service with a focus on the overall team.
• Follow our defined document control, data, information management systems, and procedures to assist with project management.
• Prepare, edit, proofread, and submit reports, specifications, correspondence, spreadsheets, and presentations with utmost attention to detail, ensuring the highest quality and formatting adhering to our branding guidelines.
• Adaptable to evolving digital platforms, processes, and concepts and easily adapt to changing digital platforms, processes, and concepts.
• Conduct research, collecting, and analyzing data to compile insightful reports.
• Manage constantly evolving calendars for assigned leaders.
• Plan and execute office events with meticulous attention to detail, overseeing all logistical aspects to ensure smooth operations.
• Utilize Concur SAP, to handle tasks such as preparing, reconciling, and processing invoices and expense reports, as well as arranging business travel.
• Assist with professional license applications and renewals performs other duties as required.

Minimum Qualifications :

• Minimum three years of applicable experience in a similar role, ideally in professional services.
• Associate or bachelor’s degree in business or related field is preferred.
• Proficiency in Microsoft Office Suite and other standard applications / software programs and databases required.
• Strong English grammar, spelling, punctuation, composition, drafting and proofreading skills required.

Other :

• Basic Spanish language skills preferred, but not required.
• Ability to adapt quickly and jump into projects with excitement.
• Strong organizational skills and effective time management abilities.
• Proactive, self-motivated individual with excellent communication and interpersonal skills.
• Able to work independently as well as part of team, supporting multiple teams and levels.

Benefits that Work - At Arup, we have a comprehensive and valuable benefits program that works for our employees and their families while keeping costs low.

These benefits provide health and welfare security for you as well as paid time off for rest and renewal. Our Global Profit Share Plan (paid bi-annually) provides an opportunity for you to share in the success of the Firm.

As a valued employee of Arup, you can also choose to participate in our 401(k) plan with up to 10% company match to help you save for your future.

Flexible Working - We believe that flexible arrangements create a more inclusive way of working that supports our diversity and the wellbeing of our people.

Options for alternative schedules and the ability to work outside of the office for a portion of your workweek are available.

Arup is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, spouse of protected veteran, or disability.

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Last updated : 2024-04-10