Graduate Project Administrator (Available 2026)

See it differently

You see the world through a unique lens and that’s exactly what we need. We embrace how you see things differently – it’s essential for creating a sustainable future.

Arup is a global consultancy with advisory and technical expertise across more than 150 disciplines. We guide, plan and design the future of the built environment. Globally, each year we recruit hundreds of graduates to help us see things differently and solve the most complex challenges facing our clients, climate and communities.

We are looking for a stellar Graduate Project Administrator with excellent interpersonal skills and a willingness to learn all facets of project administration to join our office team. The role is structured, cross-functional, and offers the opportunity to learn from all different parts of our organization.

At Arup, Project Administration (PA) is a cornerstone of our project delivery process, ensuring seamless execution from inception through completion. Our PA team provides essential operational support, streamlines communication across multi-disciplinary teams, manages project documentation, and ensures strict adherence to contractual, regulatory, and quality standards. Serving as an integrator across all departments, the PA team acts as the primary point of contact, connecting teams and providing vital information that enables Project Managers and Directors to make informed, strategic decisions. Beyond traditional administrative responsibilities, PA professionals at Arup leverage advanced digital tools, automation, and AI-enabled workflows to drive efficiency, support innovative project solutions, and deliver exceptional outcomes for our project team and clients.

The Opportunity

• Learning and aligning with our defined data and information management systems and procedures

• Support the management of project documentation and information flow by managing document workflows and coordinating turnaround times within Common Data Environments (CDEs) such as Aconex, Procore, Unifier, SharePoint Site and ProjectWise. This includes organizing, tracking, reviewing and distributing project documents to relevant stakeholders while ensuring compliance with internal processes and external standards, contributing to the smooth and efficient execution of the project.

• Processing project Requests for Information (RFIs) and Submittals, ensuring their timely distribution, response, and tracking throughout the project.

• Reviewing and verifying documents for completeness, accuracy and compliance with established procedures and project plans

• Collaborating closely with the project management team, technical teams, subcontractors and other team members to ensure a smooth communication and information flow

• Assisting with creation and management of SharePoint sites

• Assisting with the preparation and submission of reports, specifications, correspondence, spreadsheets, and presentations to ensure that the highest quality editing and formatting are presented following branding guidelines

• Conducting research, collecting, and analyzing data to prepare reports and documents

• Attending project meetings and providing follow-up support, including preparing meeting notes, agendas, action lists, reminders, and actions items

• Assisting with bid support tasks

• Client Relationship Manager (CRM) data entry

• Preparing invoices for the project

Is this role right for you?

• High school diploma or equivalent is required; Business Administration, Project Management courses/degree or related field is preferred

• Knowledge of Microsoft Office Suite applications and other standard applications/software programs and databases (candidates skill level will be assessed)

• Knowledge of SharePoint sites

• Knowledge of, or interest in, automation tools and Artificial Intelligence (AI) applications is a strong asset. An innovative mindset with the ability to leverage technology to enhance efficiency and support digital transformation will be regarded as a plus factor

• Excellent verbal and written communication skills

• Ability to perform in a team-oriented environment

• Upbeat and eager to address new projects and ideas

• Good attention to detail and organizational skills

• The ability to handle confidential assignments with tact and subtlety

• The ability to work in a fast-paced environment

• Proactive, self-motivated with excellent interpersonal skills

• Ability to work independently or as a team member while maintaining focus and efficiency

• Excellent time management skills and organization to work remotely

• Must be eligible to work in Canada without the need for employer sponsored work authorization now or in the future

We’re looking for:

• Recent and soon-to-be graduates: Whether you’ve just graduated or are graduating before the role starts, we want to hear from you if your degree is in a relevant field.

• Changemakers: A passion for sustainable development and creating a better world is key.

• Innovative minds: We’re looking for critical thinkers who embrace new ideas and challenge the status quo.

• Growth seekers: You have a growth mindset, always eager to learn and explore new ways of working.

•  Adaptable adventurers: You’re ready to take on any challenge that comes your way.

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 recognizes 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 permanent members to share in the results of our collective efforts.

Our graduate experience offers you:

• Purpose-driven work: Join an employee-owned team tackling climate, biodiversity, and social challenges, aligned with the UN’s Sustainable Development Goals.

• Create remarkable outcomes: We trust you to explore challenges, drive change, and create lasting outcomes for our clients, climate and communities.

• Inclusive culture: Your unique perspective matters. We celebrate diversity and foster a supportive, social environment where everyone belongs.

•  Career growth: Grow your skills through innovative projects, training, and mentoring in a supportive environment. We invest in your future.

• Work-life balance: Our hybrid model offers flexibility to balance work with your life. We balance your needs with our clients and communities

At Arup, we have a comprehensive and valuable benefits program that works for our employees and their families. These are 100% paid for by Arup except for optional life insurance. 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 GRRSP 5% company match to help you save for your future.  

Toronto Hiring Range - The good faith base salary hiring range for this job if performed in Toronto is $70,500 to $72,500 per year. This range is commensurate with experience, educational background, and skill level. Benefits are not included in the base salary. Please note hiring ranges for candidates performing work outside of Toronto will differ.

Next Steps

We will be reviewing our candidates for this position on a rolling basis. Once you’ve submitted your application, we’ll invite you to showcase your skills through a pre-recorded video interview if you’ve met the minimum requirements. After reviewing your submission, a member of our team will get in touch with you to discuss the next steps.

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

Stay safe online. Recruitment fraud is on the rise, and Arup’s name, logo, and branding have been used in fraudulent job advertisements. Arup will never ask for bank information as part of our recruitment process.

Different people, shared values

Arup is an equal opportunity employer that actively promotes and nurtures a diverse and inclusive workforce. We welcome applications from individuals of all backgrounds, regardless of age (within legal limits), gender identity or expression, marital status, disability, neurotype or mental health, race or ethnicity, faith or belief, sexual orientation, socioeconomic background, and whether you’re

pregnant or on family leave. 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. Our internal employee networks support our inclusive culture: from race, ethnicity and cross-cultural working to gender equity and LGBTQ+ and disability inclusion – we aim to create a space for you to express yourself and make a positive difference. Discover more about life at Arup at www.arup.com/careers/your-life-

Our Toronto office is located on ceded and unceded lands of many nations including the Mississaugas of the Credit, the Anishinabewaki, and the Haudenosaunee (hoe-dee-no-SHOW-nee). We acknowledge this land and its people to build a shared understanding of how our collective past brings us to where we are today. Through our ever-developing commitments, we strive to strengthen our relationships with this land, its people, and its treaties to shape a better, more inclusive world. 

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