Administrator

A career at Arup offers you the chance to make a positive difference in the world. Independently owned and independently minded, Arup is the creative force at the heart of many of the world’s most prominent projects in the built environment. We believe that flexible arrangements, such as hybrid working, create a more inclusive way of working that supports our diversity and the wellbeing of our people.

Dedicated to sustainable development, Arup is a collective of designers, consultants and experts working globally. Founded to be humane and excellent, we collaborate with our clients and partners using imagination, technology, and rigour to shape a better world.

We are currently looking to recruit an administrator to join our busy team. This is an exciting role, working in a fast-paced environment. The candidate will report to and work closely with our Administration Manager based in the Cork office. Under the direction of the Administration Manager the successful candidate will support the business teams and internal stakeholders in all areas of administration from report production to organising meetings to maintaining office systems and booking conferences and courses for colleagues.

Project related responsibilities

⦁    Formatting of documents produced by external parties to their company guidelines and handling large quantities of information, often working within tight deadlines.
⦁    Perform advanced document formatting and quality assurance:
    - Apply correct styles, bookmarks, field codes etc.
    - Transfer content from external templates.
⦁    Develop and update client templates (e.g., letterhead, job specs).
⦁    Ensure branding compliance.
⦁    Strong attention to detail for QA and formatting.
⦁    Liaise with internal/external stakeholders for branding and publication processes.
⦁    Organizational skills for tracking and managing multiple publications.

Administrative responsibilities:

⦁    Liaising with staff and other secretaries both nationally and internationally.
⦁    Production of all types of reports, letters, minutes and presentations etc. to the highest standard for a team of approx. 80 people.
⦁    Screening and redirecting telephone calls and taking detailed messages.
⦁    Organise internal team meetings, booking meeting rooms and arranging catering requirements.
⦁    Organise assembly of information for important meetings.
⦁    Booking courses and conferences for colleagues, sign off training request forms and filing away on system.
⦁    Generating a PO for invoices.
⦁    General correspondence for team members.
⦁    Organising and storing paperwork, documents and computer-based information.
⦁    Photocopying and printing various documents, sometimes on behalf of other colleagues.
⦁    Maintain and update filing and archiving as required.
⦁    Work on own initiative or as part of a team and deal with administrative duties competently.
⦁    Work mainly without supervision or direction and refers upwards as necessary.
⦁    Devising and maintaining office systems.
⦁    Provide cover for Reception during breaks, providing an efficient and professional first point of contact for clients and staff alike.

Your Education/Profile

⦁    Experience in a professional services organisation. Industry related would be an advantage.
⦁    Advanced MS Office software (Advanced Word, Excel, PowerPoint and Outlook) in a professional environment, including higher level functions and ability to reformat existing documents to company style.
⦁    ECDL preferable.
⦁    A keen eye for detail and quality.
⦁    Strong interpersonal skills - creative approach, communication ability, planning and organising skills.
⦁    Ability to self-manage and work on own initiative.

What to expect at Arup:

⦁    A multicultural and informal working environment where you can develop professionally by being part of a team who enjoy what they do.
⦁    We believe that flexible arrangements, such as hybrid working, create a more inclusive way of working that supports our diversity and the wellbeing of our people.
⦁    Opportunities for short or long assignments at Arup’s offices and projects anywhere in the world.
⦁    Employees are eligible for the Global Profit Share scheme, which is dependent on the firm’s financial performance.
⦁    Competitive performance-based salary growth.
⦁    A strong corporate culture committed to its values: quality of work, holistic approach, humane organization, straight and honourable dealings, social usefulness and reasonable prosperity.
⦁    Continuous training and professional development that will allow you to adapt to the growing needs of our clients as we embrace digital transformation.

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