Business Administrator

Arup; Mandaluyong; On-site; PHP 300,000 - 600,000; Full time

Job summary

Arup is seeking a Business Administrator to provide comprehensive administrative and operational support to the group, including travel, calendar, meetings, and events. The role also covers onboarding/offboarding, bid administration, and project document management within Arup’s professional services environment.

The ideal candidate will have strong MS Office skills, experience with CRM or procurement tools, and a detail-oriented, process-driven mindset to ensure accurate, timely deliverables

Qualifications

• Relevant administration experience in consulting, engineering, built environment or similar professional services.
• Strong Microsoft Office skills and ability to learn internal systems.
• High attention to detail with a methodical, process-oriented approach.
• Customer-focused problem solving with limited supervision.

Responsibilities

• Provide day-to-day administrative and operational support to the group.
• Coordinate travel, calendar, meetings, and events.
• Maintain SharePoint sites; assist onboarding/offboarding and timesheet support.
• Support bid and proposal administration, CRM updates, and bid submissions.
• Assist project administration: job numbers, folder setup, filing, and close-out processes.
• Handle time/expense transfers and monthly financial/commercial reports; format documents.

Skills

Administrative support

Microsoft Office

CRM systems

SharePoint

Tools

SharePoint

Job description

Arup’s purpose, shared values and collaborative approach have set us apart for 80 years, guiding how we shape a better world

The opportunity

As Business Administrator, the primary focus of this role is to provide administrative support to the group and team within this group as well as support Senior Business Administrator. The main responsibilities of this role include:

Provide day-to-day administrative and operational support to the group, including travel coordination, calendar support, meetings, workshops, team events, catering, business card orders, corporate purchases and general enquiries.

Support effective team coordination by maintaining SharePoint sites, assisting with onboarding and offboarding, providing timesheet support, supporting LTA/STA arrangements, and guiding colleagues on relevant Arup systems and processes.

Provide bid and proposal administration support, including CRM updates, bid process documentation, preparation of bid materials, formatting proposals and cover letters, and supporting bid submissions through client systems.

Support project administration activities, including confirmed job number and suffix applications, project folder set-up, document filing, correspondence, Apex updates and project close-out processes.

Assist with commercial and document production activities, including time and expense transfers, monthly financial and commercial reports, supplier invoices, and formatting group and project documents in line with Arup templates and style guidelines.

At Arup, you belong to an extraordinary collective – in which we encourage individuality to thrive. Our strength comes from how we respect, share and connect our diverse experiences, perspectives and ideas. You will have the opportunity do socially useful work that has meaning – to Arup, to your career, to our members and to the clients and communities we serve.

Is this role right for you?

Relevant administration experience in a consulting, engineering, built environment or similar professional services setting, with the ability to work confidently within established processes and guidelines.

Strong systems capability, including basic to intermediate Microsoft Office skills and the ability to learn, use and support others with internal systems; experience with CRM or procurement systems would be advantageous.

High attention to detail and accuracy, with a thorough, methodical and process-oriented approach to completing work and maintaining consistency.

Customer-focused problem solving, with the ability to respond professionally, identify practical solutions and resolve issues with limited supervision.

Professional judgement and integrity, including a diplomatic and tactful communication style, respect for confidentiality, and awareness of health, safety and compliance requirements.

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.

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 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 Helen Pakhomov on @arup.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

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