Office&Workplace Assistant - Categorie Protette L.68/99
Office & Workplace Assistant - Cateogorie Protette L.68/99
Milan
Shape a better future with purpose at Arup in Milan
Arup’s purpose, shared values and collaborative approach has set us apart for over 75 years, guiding how we shape a better world.
This position is well-suited for someone who is committed to upholding quality, maintaining consistency, and delivering great service. Your attention to detail and dedication to smooth daily operations will directly enhance the employee experience, strengthen the brand, and support overall organizational performance.
The Opportunity
We are looking for a reliable, proactive and service-oriented Office & Workplace Assistant to support the smooth and professional day-to-day functioning of our office.
This role is central to ensuring that all workplace operations run seamlessly, offering support across departments, managing essential services and contributing to the overall quality of our working environment.
The ideal candidate combines attention to detail, strong communication skills, and a hands-on attitude with the discretion and integrity needed to operate in a dynamic business setting.
As an Office & Workplace Assistant at Arup, you will provide:
Support day-to-day office operations.
Assist in updating and maintaining office procedures and internal documentation.
Provide basic administrative support to different departments when needed.
Monitor and report on office supply needs.
Assist with ordering and organizing stationery, consumables, and common area items.
Coordinate basic maintenance requests and manage interactions with facility service providers (e.g. cleaning, catering, couriers, maintenance suppliers).
Health & Safety Equipment:
Track Health &Safety (H&S) Equipment inventory and staff sizing.
Liaise with laundry and equipment suppliers.
Maintain accurate records related to allocation and returns.
Reception and Communication:
Answer and direct incoming calls.
Greet guests and support meeting room scheduling and readiness.
Handle basic correspondence, including email sorting, mail distribution, and document filing.
Draft and send clear, professional messages when required.
Workplace Support Activities:
Help organize internal meetings, small events, or visits.
Provide logistical support for staff travel arrangements or deliveries.
Help maintain cleanliness, order, and presentation in shared areas (kitchen, reception, meeting rooms, etc.).
Occasional/Optional Responsibilities:
Support the onboarding of new team members (e.g. desk setup, welcome kit).
Assist in preparing simple reports, spreadsheets, or presentation materials.
Does this role inspire you?
We're looking for a highly organized and proactive resource who is passionate about operational needs. We also value someone who:
Has High school degree; additional qualification as an Administrative Assistant or Secretary is a plus.
Has at least 5 years of experience in a similar role in an international firm.
Has strong administrative skills.
Shows excellent communication skills, both verbal and written.
Has excellent Knowledge of English both verbal and written.
Has ability to manage people, resources, and logistics effectively, maintaining a high standard of confidentiality.
Enjoys supporting others, shows ownership in taking care of, and understand the importance of presentation and order in a workplace.
Is eager to grow, flexible, and open to contributing across various office needs, big or small.
Why Arup?
At Arup, we believe in rewarding our members for their contributions to our shared success. As a trust-owned company, we have the freedom to pursue meaningful work that aligns with our purpose and values. We also offer a unique profit share program, allowing our members to share in the results of our collective efforts.
Benefits that work for you:
Professional Growth & Development: Benefit from continuous learning opportunities, training programs, and mentorship to enhance your skills and advance your career at Arup.
Global Opportunities: Collaborate with colleagues worldwide and explore potential short-term or long-term assignments at other Arup offices and project locations.
Financial Well-being & Ownership: Receive a competitive salary and benefits package and share in Arup's success through our global profit-sharing programme.
At Arup, you belong to an extraordinary collective where individuality is encouraged. Our strength comes from how we respect, share, and connect our diverse experiences, perspectives, and ideas. You'll have the opportunity to do socially useful work that has meaning – to Arup, to your career, and to the clients and communities we serve.
We are proud to be an equal opportunity employer and are committed to building a workplace that reflects the rich diversity of the world around us. We actively promote a culture of inclusion where everyone feels welcome, respected, and valued.
We welcome applications from talented individuals of all backgrounds, regardless of age (within legal limits), gender identity or expression, disability, ethnicity, religion, sexual orientation, or any other protected characteristic. We are committed to making our recruitment process and workplaces accessible. If you need any assistance or adjustments, please visit our Candidate Support page for contact information and assistance. We're happy to help.
Do you want to join us in shaping a better world?
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