Business Administration (English & Mandarin)
Joining Arup
Arup’s purpose, shared values and collaborative approach has set us apart for over 80 years, guiding how we shape a better world.
The Opportunity
1. Group support
• Arranging travel (if approved Travel Booker for the Geography)
• Team events, meetings and workshops, including help with logistics and documentation
• In the absence of a Grade 2/3 administration position in the structure:
- Corporate credit card purchases and bookings (staff gifts, industry events, external
training, etc.)
- Team calendar management (if required)
- Business card orders as per Arup’s processes
- Bulk paid membership renewals
• Management of distribution lists (if designated Owner of those lists)
• Management of Team/SharePoint Sites
• Catering bookings (if required)
• Timesheet support (if required)
• P&C requests (if required)
• Responds to enquiries and requests for information, and provides guidance on Arup systems
and processes
• Vacation Student and Graduate interview coordination
• Staff on/off-boarding
• Long-term assignment (LTA) and short-term assignment (STA) assistance
• Moodle training approvals
• Training support staff
• Appraisals set up in Moodle and reporting
• With guidance, works to support more senior colleagues to implements changes and business
initiatives
• May be involved in Committees and/or Skills Networks
• May act as a Health and Safety (H&S) representative (i.e. first aider, fire warden, etc.)
2. Possible Job and Confirmed Job support
• Client Relationship Management (CRM) entries – creating and updating
• Confirmed job number (CJN) applications including but not limited to the CRM entry part of this task
• CJN suffices including but not limited to the CRM entry part of this task
• Project close-outs
• Intranet Project Plan (IPP) monthly report generation
• Power of attorney (POA) document execution assistance
• Ad hoc project support tasks (Keep bulk filing, etc.)
3. Commercial support
• Client invoice generation
• Debt collection and credit control assistance, as required
• Time and Expense transfers
• Overview reports
• Assist with initial project set up
• Submitting supplier invoices for payment
4. Document Production
• Assist with formatting and compiling pdf of Group and project documents of small and medium size, in line with Arup standard templates and Corporate Style Guidelines.
• Formatting and pdf of large project deliverables
Is this role right for you?
• Excellent understanding of processes, guidelines and job instructions, knowledge of nuances and ambiguities. Deepening/developing skills in an area that could be considered specialized (e.g. commercial, CRM, documents, travel, etc.) in alignment with individual career aspirations and Appraisal
• From 5-year experience of similar experience
• Good communication skills in English and if having Mandarin language is a plus
• Studying towards recognized relevant tertiary qualifications in business, projects or Similar
• Excellent knowledge of systems, able to train and help others and encourage colleagues to make better use of the systems. Experience with troubleshooting and escalating system issues to relevant parties.
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 eligible members to share in the results of our collective efforts.
Please see a list of Arup’s Vietnam benefits below:
• Hybrid working policy & flexible working hours
• 13th month bonus
• Profit Share to be released every June and November
• Group Personal Accident of up to 30 months of basic salary for death
• Group Medical Insurance is active from the 1st month
• Retirement Benefit is by local law
• Annual Medical Examination
• Annual Leaves and Sick Leaves of up to 20 days
• Maternity & Paternity Leave
• Compassionate Leaves (3 days)
• Marriage leave (3 days)
• Employee Assistance Program
• Reimbursement of Professional Engineers application and examination Fees
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 provide 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.
Arup does not accept unsolicited resumes from recruiters or employment agencies.
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