Workplace and Facilities Management Team Coordinator

Joining Arup

Arup’s purpose, shared values and collaborative approach has set us apart for over 75 years, guiding how we shape a better world.  

As a wholly independent organisation, we are owned in trust for the benefit of our employees and their dependants: with no shareholders or external investors we determine our own business priorities and direction. 

Watch this short clip to discover how Arup are shaping a better world and how you could be a part of it!   

The Opportunity

We have an exciting opportunity to join our Workplace and Facilities Management (WFM) team supporting the London and South offices, to provide assistance in the day-to-day financial management and administration for the team.

Reporting to the Deputy Head of Workplace and Facilities Management. You will have day-to-day responsibility for group finances, including coding invoices, approving and managing purchase orders, handling expense claims, updating finance trackers, forwarding invoices for approval, and ensuring timely payment. Additionally, you will be involved in monthly meetings with WFM Managers to discuss financial matters and raise any issues that need to be addressed by the Deputy Head of WFM.

You will arrange and minute meetings for the group, provide administrative support, and proactively assist on team projects as needed. Ordering supplies and stock items for the group/estate will also be part of your duties. You will manage new starter processes, including ID card requests, inductions, training records, IT accounts, equipment, and shared drive access. Providing inductions to new staff on office Health & Safety, specialist WFM group software, and WFM Procedures is also required.

Is this role right for you?

We are looking for people who have;

• Previous finance knowledge
• An understanding of Facilities Management
• Previous experienced SAP Concur
• High degree of IT literacy, particularly in Microsoft Office including advanced Excel knowledge
• The ability to cope with deadlines and pre-empt problems 

Qualifications: 

• Minimum A-level qualified, Degree would be preferred

Not ready to apply just yet, or have a few questions? Contact Elisa Luchmun at elisa.luchmun@arup.com, Please note, to ensure we remain GDPR compliant do not send your CV directly to us via this email.

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 members to share in the results of our collective efforts.

We also provide Private medical insurance, Life assurance, Accident insurance and Income protection cover. In addition, you’ll have access to flexible benefits to help you look after all aspects of your wellbeing and give you the freedom and flexibility to find the best solutions for you, your family, and your individual needs.

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-at-arup

We are committed to making our recruitment process and workplaces accessible to all candidates. Please contact Elisa Luchmun at elisa.luchmun@arup.com.com to 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

To understand what to expect next, please visit https://www.arup.com/careers/recruitment-process/

Stay safe online – Arup will never ask for your bank details as part of our recruitment process.

Recruitment Agencies - We have a Preferred Supplier List of trusted partners to assist us when required and do not acknowledge any speculative CVs or unsolicited candidate introductions from agencies not on the list.

Closing Date: 5th March