Office Administrator - #382145

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

Arup opened the Calgary office in 2023 to enhance our on-the-ground presence in Alberta. The office brings together a team of designers, advisors, and experts committed to sustainable development, collaborating across the built environment.

We're currently seeking an experienced Office Administrator to join our team in the Calgary office. In this role, you will play a pivotal role in fostering a collaborative and welcoming atmosphere and acting as a face of Arup for our employees and visitors. You’ll ensure that our office operations are running smoothly and will act as a point of contact for office queries. Our ideal candidate thrives in a fast-moving environment and is comfortable juggling multiple priorities with a calm and professional demeanor.

As The Cornerstone Of Our Office, You Will

• ensure the smooth operation of the office by overseeing all facilities tasks to maintain an organized and efficient work environment
• act as a central point of contact for internal and external collaborators, demonstrating excellent communication skills and the ability to handle confidential information with discretion
• enjoy providing high level of client and customer service with a focus on the overall team
• follow our defined document control, data, information management systems, and procedures to assist with project management
• prepare, edit, proofread, and submit reports, specifications, correspondence, spreadsheets, and presentations with utmost attention to detail, ensuring the highest quality and formatting adhering to our branding guidelines
• easily adapt to changing digital platforms, processes, and concepts
• assist with management of daily Client Relationship Management (CRM) system activities: create and project opportunities, support pipeline management, and maintain contact database
• conduct research, collecting, and analyzing data to compile insightful reports
• manage ever-changing calendars for assigned leaders
• plan and execute office events with meticulous attention to detail, overseeing all logistical aspects to ensure smooth operations
• utilize Concur SAP, to handle tasks such as preparing, reconciling, and processing invoices and expense reports, as well as arranging business travel
• assist with professional license applications and renewals
• performs other duties as required
  
  
  

Qualifications

• Calgary resident residing within proximity of our office location
• minimum three years of applicable experience in a similar role, ideally in professional services
• an associate or bachelor’s degree in business or related field is preferred
• proficiency in MS Office Suite and other standard applications/software programs and databases
• ability to adapt quickly and jump into projects with excitement
• strong organizational skills and effective time management abilities
• proactive, self-motivated individual with excellent communication and interpersonal skills
• capacity to work both independently and collaboratively within a team environment
• excellent interpersonal skills, adept at building and maintaining relationships
• attentive to detail, committed to ensuring accuracy and quality in all tasks
  
  
  

Benefits that Work - 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 expect 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.

Flexible Working - We believe that flexible arrangements create a more inclusive way of working that supports our diversity and the wellbeing of our people. Options for alternative schedules and the ability to work outside of the office for a portion of your workweek are available. 

Arup is an equal opportunity employer and will consider applications from all qualified individuals. Every job applicant will be treated equally, fairly and with respect regarding race, color, ancestry, sex, gender identity or expression, sexual orientation, pregnancy, civil status, age (except as provided by law), creed/religion, political convictions, language, ethnic or national origin, disability/handicap, pardoned record of offences, social condition (marital or family status, receipt of social assistance), and any other ground protected by the applicable human rights legislation.

Arup is committed to improving accessibility for individuals with disabilities and to ensuring that all of our employees have the support and the tools they need to succeed. We have developed policies relating to human rights, accessibility and accommodation, and provide all our employees with training on these matters either during orientation and/or on an ongoing basis.

If you are contacted by Arup regarding a job opportunity and you feel you need accommodation during the application process, or have a question about our human rights and accessibility accommodation policies, please speak to Human Resources or send an email to [email protected] or call 646-802-3577 to let us know the nature of your request.