Office Administrator

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.

We're currently seeking an experienced Office Administrator to join our team in the Ottawa 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.

The opportunity:

• 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

Is this role right for you?

• 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
• French language skills an asset
• 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

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 recognizes 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.

Benefits at 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.

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.

Our Ottawa office is located on the traditional, unceded lands of the Algonquin people. We acknowledge this land and its people to build a shared understanding of how our collective past brings us to where we are today. Through our ever-developing commitments, we strive to strengthen our relationships with this land, its people, and its treaties to shape a better, more inclusive world.

Our Application Process

We will be reviewing our candidates for this position on a rolling basis. Once you have applied you will be evaluated and potentially moved on to the next round, at which point a member of the talent resourcing team will reach out to you directly.

Arup is an equal opportunity employer. All qualified applicants will receive consideration without regard to race, colour, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, spouse of a protected veteran, or disability.

Stay safe online. Recruitment fraud is on the rise, and Arup’s name, logo, and branding have been used in fraudulent job advertisements. Arup will never ask for bank information as part of our recruitment process.

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