Assistant Business Administrator

Do you want to make a positive impact on the world? Sustainable development is at the heart of everything we do.

Seventy-five years ago, we created a home for creative thinkers seeking to solve the world’s biggest challenges. Today, a collective of 16,000+ Arupians gather across the globe from 140 different countries to build a sustainable future.

At Arup, you’ll do more than work — you’ll shape a better world.

**About this role**
The Assistant Business Administrator will provide commercial, administrative, and secretarial support to the Group at an office level and across the region. You will provide effective bidding support to Bid Managers and coordinators with a focus of Malaysia activities. The key focus of each group is on the profitable management of projects, bids and tenders, resources, and time. The BA’s role is to provide effective support to the group and Leaders where appropriate. This role requires a broad skill base, high degree of technical capabilities, problem solving capability, flexibility, and professionalism with strong interpersonal and relationship building skills.

**What will I do?**
- Liaison with graphics team with regards to artwork production, format tender documents based on Arup templates or specific tender requirements. Coordinate specific tender activities as part of tender processes, including following up contributors for timely inputs
- Administrative assistance with tasks relating to financial management of the Group including but not limited to; following up missing timesheets; organizing purchase orders and creditor invoice approval, preparation of invoices; preparation of financial reports and spreadsheets from overview; assisting with budget updating and follow-up; assisting with project forecasting
- Administrative assistance to the Group Management Systems delegate, including but not limited to; printing of reports from the IPP system; follow-up with Project Managers on outstanding IPP actions, actions arising from AMS meetings
- Administrative tasks relating to meetings, forums, conferences, etc. including but not limited to; preparation of presentations, agendas, papers, minutes; booking, preparation and clean-up of meeting rooms; organizing and returning amenities, equipment and coordinate all travel and accommodation for the Group in line with Arup policies

**What will I bring?**
- Recognized relevant tertiary qualifications in Business Administration or Secretarial or Project Management or similar area with minimum 5 years of relevant experience
- Relevant industry experience in Business Administration support within a consulting business environment
- Proficient in Microsoft Office, includes Outlook, Excel, PowerPoint, and Word;
- Experience in using Adobe Acrobat, especially Adobe InDesign and having basic design and layout skills
- Ability to remain positively motivated and foster team spirit at times of significant pressure, including assisting others to meet deadlines.

**Our firm**
Dedicated to sustainable development, the firm is a collective of 16,000 designers, advisors and experts working across 140 countries. Founded to be both humane and excellent, we collaborate with our clients and partners using imagination, technology and rigour to shape a better world.

We create spaces where everyone feels safe, seen and included and able to perform at their best. We take an approach to flexible working that supports the diversity and well-being of our members.

**Are you ready to shape a better world?**

Arup does not accept unsolicited resumes from recruiters or employment agencies.

LI-Hybrid
LI-CG1