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Business Administrator

📁
Administration
💼
Australasia Region

A career at Arup offers you the chance to make a positive difference in the world. Independently owned and independently minded, we attract a diverse mix of people to work on ground breaking projects around the world.


About you

You will be required to work with minimal supervision in delivering your remit, and you may be accountable for defined parts of the commercial, administrative and secretarial support to the Group locally and/or regionally when required

You will be responsible for ensuring the quality and accuracy of own and others work. You will need to represent your team or area at internal meetings and you may be responsible for organising events, activities or small internal business projects.

You will be responsible for training others on processes and ensuring that deadlines are met.

You will execute your responsibilities as outlined in the firm's Health & Safety, Environmental and Quality Management Systems.

About the role

Provide:

• Commercial, administrative and secretarial support to the Group at an office level and/or across the region.

• Effective bidding support to Bid Managers and Coordinators with a focus on Singapore activities.

The key focus of each Group is on the profitable management of projects, bids and tenders, resources and time. The focus of the BA’s role is to provide effective support to the Group and Group Leader where appropriate. The role requires a broad skill base, a high degree of technical capability, problem solving capability, flexibility, and professionalism. It also requires strong interpersonal and relationship building skills.

KEY TASKS

Bids/Tender Support
• Format tender documents based on Arup templates or specific tender requirements. Speed and efficiency with a keen attention to version control will be required.
• Simple diagram production - organisation chart, etc.
• Tender production
• Liaison with graphics team with regards to artwork production.
• Coordinate specific tender activities as part of tender processes, including following up contributors for timely inputs.
• Administrative assistance to the Group’s Business Development delegate, including but not limited to; maintaining and updating CVs, capability statements, projects sheets, Ovabase, I-base, Contacts, etc.; organising client functions; preparation of presentations; liaison with the Corporate Communications group, etc.
• Administrative tasks for the bid team, including: electronic filing, coordinating internal processes, organising couriers and deliver.

Commercial / Group Management System
• Administrative assistance with tasks relating to financial management of the Group including but not limited to; following up missing timesheets; organising purchase orders and creditor invoice approval, preparation of invoices; preparation of financial reports and spreadsheets from Ovaview; assisting with budget updating and follow-up; assisting with project forecasting.
• Administrative assistance to the Group Management Systems delegate, including but not limited to; printing of reports from the IPP system; follow-up with Project Managers on outstanding IPP actions, actions arising from AMS meetings, etc.
• Understand overview of AMS and Scorecard requirements and contribute as appropriate
• Understand overview of HSMS, complete actions to comply with HSMS and seek assistance from others where required
• Provide improvement suggestions to the HSMS where appropriate

Leadership
• Providing direct support to the Group leadership team including, but not limited to; diary and email management; management of correspondence and filing; general word processing and document preparation; client contact and liaison; liaison with key personnel within the Group to ensure timely delivery of information; co-ordinating appraisals and other HR related activities; and other assistance as required.

Administration / General
• Substantial contribution to the background research for, and preparation and construction of all Group documentation, ensuring compliance with Arup standard templates and Corporate Style Guidelines. This includes, but is not limited to; correspondence; reports; submissions; minutes.
• Administrative tasks relating to meetings, forums, conferences, etc.including but not limited to; preparation of presentations, agendas, papers, minutes; booking, preparation and clean up of meeting rooms; organising and returning amenities, equipment, etc.
• Coordination of all travel and accommodation for the Group in line with Arup policies and procedures.
• General administrative tasks for the Group, including but not limited to; filing (electronic); Representing the Group in office related networks and responsibilities, including but not limited to; participating in support networks; beta testing & training; following up Arup People profiles; maintaining the Group & Office intranet site and links; other office-wide systems, procedures, etc.
• Regularly reviewing BA processes to ensure ongoing improvements are identified and implemented.
• Handling all Group phone enquiries as needed;
• Maintain personal training records for mandatory training and agreed development objectives.
• Other relevant duties as required.

Key Skills & Experience
Microsoft Office 2013

 Outlook (Advanced)

 Word (Advanced)

 Excel (Intermediate)

 PowerPoint (Advanced)

 Adobe – Acrobat (Advanced)

 Design and layout skills (Basic to intermediate)

 Adobe InDesign (some skills or willingness to learn)

• Excellent written and verbal communication skills
• Good literacy and numeracy skills
• Experience with a financial management system
• Experience with a document management system
• Minimum 5 years’ relevant experience, preferably in a similar role
• Experience in engineering and/or consultancy sector highly desirable.

 

“It is not the wish to expand, but the quest for quality which has brought us to this position… to do work of quality, we must have people of quality. There are many kinds of quality, and there are many kinds of job to do, so we must have many kinds of people, each of which can do their own job well.” Ove Arup, 1970.

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