Project Administrator

Arup; Singapore; On-site; SGD 40,000 - 60,000; Full time

Benefits offered by this job

13th month bonus

Birthday leave

Paid parental leave

Purchase additional leave

Professional association subscription

Mobility opportunities

Travel insurance

Marriage leave

Examination leave

Family care leave

Bike loans

Job summary

Arup Singapore is seeking a Project Administrator to support project delivery by coordinating activities, managing documents and liaising with teams and stakeholders. You will assist with timesheets, invoicing, travel arrangements and onboarding.

Candidates should have strong IT skills (Outlook, Word, Excel, PowerPoint and Teams), attention to detail, and the ability to work in a fast-paced environment.

Qualifications

• Experience in a consulting, engineering, built environment or similarly complex professional services organisation.
• Advanced proficiency in Outlook and Word, with intermediate skills in Excel, PowerPoint and Teams, complemented by strong attention to detail, document formatting, proofreading and quality assurance.
• Foundational understanding of HSE practices, with the ability to identify risks, non-compliance issues or specific requirements and take appropriate action in accordance with established processes and procedures.
• Good understanding of processes, guidelines and work instructions, with the ability to apply them effectively.
• Planning, prioritisation and delivery focus: Ability to organise competing tasks, meet deadlines, follow processes, seek the right approvals and deliver accurate outcomes in a fast-paced, matrix environment.
• A growth mindset, openness to new technology and ways of working, willingness to seek and apply feedback, and the ability to adapt positively to changing business needs.

Responsibilities

• Provide administrative support for project delivery by coordinating project activities and managing documentation.
• Support travel arrangements and onboarding processes in line with policy and client requirements.
• Assist with timesheets, project expenses, invoicing and information management workflows.
• Format and compile project documents, maintain filing structures and ensure quality control.
• Support meetings and workshops logistics and respond to team inquiries.

Skills

Outlook

Word

Excel

PowerPoint

Teams

Attention to detail

Document formatting

Quality assurance

HSE practices

Stakeholder management

Planning

Prioritisation

Tools

Travel management systems

Job description

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

We are seeking a Project Administrator to join our Singapore office, providing administrative support for our projects. The role will support project delivery by coordinating project activities, managing documentation, and ensuring smooth collaboration across teams. The successful candidate will demonstrate strong organisational and problem-solving skills, a high level of professionalism, and the ability to work effectively with project managers, team members, and stakeholders in a dynamic project environment.

The Opportunity

• Commercial support including weekly monitoring of timesheets, project expenses and time transfers, providing support on financial and group management systems to ensure actions are updated and completed, and assisting with the preparation of monthly invoicing.
• Formatting and compiling documents from small to medium-sized Group project documents in line with Arup standards and Corporate Style Guidelines, managing information and document workflows, maintaining filing structures and naming conventions, and supporting project teams with information management processes.
• Provide support on travel arrangements and procedures in line with both Arup and client’s travel policies including the approval process and liaising with Arup’s travel management company on ticket issuance, visa arrangements and accommodation bookings.
• Assist in coordinating staff onboarding and inductions in line with client protocols, manage onboarding records, and liaise with Arup and client administrators to support IT setup requirements.
• Provide administrative support for meetings and workshops logistics, respond to team enquiries, ensure quality and accuracy of work, and maintain compliance with ISO standards requirements.

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?

• Experience in a consulting, engineering, built environment or similarly complex professional services organisation, with confidence working across multiple teams and stakeholders.
• Advanced proficiency in Outlook and Word, with intermediate skills in Excel, PowerPoint and Teams, complemented by strong attention to detail, document formatting, proofreading and quality assurance.
• Foundational understanding of HSE practices, with the ability to identify risks, non-compliance issues or specific requirements and take appropriate action in accordance with established processes and procedures.
• Good understanding of processes, guidelines and work instructions, with the ability to apply them effectively.
• Planning, prioritisation and delivery focus: Ability to organise competing tasks, meet deadlines, follow processes, seek the right approvals and deliver accurate outcomes in a fast-paced, matrix environment.
• A growth mindset, openness to new technology and ways of working, willingness to seek and apply feedback, and the ability to adapt positively to changing business needs.

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.

• 13th month bonus
• Birthday leave
• Paid parental leave for birth mothers 16 weeks & new parents (excluding birth mothers) 4 weeks
• Purchase Additional leave of up to 20 days (permanent employees)
• Paid Annual subscription to relevant Professional association.
• Reimbursement of Professional Engineers application and examination Fees
• International mobility opportunities
• Work related travel insurance
• Marriage leave (3 days)
• Examination leave (2 days)
• Family care leave
• Bike Loans of up to SGD2000

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 Sabena Foo 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.