Workplace and Facilities Coordinator

Joining Arup

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

Arup is the creative force at the heart of many of the world’s most prominent projects in the built and natural environment. Working in more than 140 countries, the firm’s designers, engineers, architects, planners, consultants, and technical specialists work with our clients on innovative projects of the highest quality and impact. As a wholly independent organisation, we are owned in trust for the benefit of our employees and their dependants: with no shareholders or external investors we determine our own business priorities and direction.

The Opportunity

Reporting to the Deputy or Head of WFM, providing assistance in day-to-day financial management, staffing and administration for the team.

Key responsibilities:

• Support WFM Team – including Soft Services, Hard Services and Project requirements.
• Day to day responsibility for group finances – coding invoices, approving & managing purchase orders, expense claims, updating finance trackers, forwarding invoices for approval and ensuring timely payment.
• Monthly meeting with WFM Managers to discuss finance, raising any issues the WFM Manager needs to deal with.
• Assist finance team with general financial housekeeping activities, such as checking dead job numbers, journaling costs & accruals.
• Prepare first draft of Operating Plan and Outturn for review with Head of WFM, with high level summary. Submit approved Plan in accordance with regional deadlines.
• Monitor costs monthly against Operating Plan, advising managers and Head of WFM where there is variance.
• Approve timesheets for imported time and assist staff with completion to ensure that all timesheets are submitted before month-end financial close.
• Support with new supplier onboarding process for the group.
• Assist with onboarding of new suppliers on ePermits.
• Manage the PO process, raising POs, approvals and training. Assisting local offices with communications to suppliers where required.
• Provide relevant reporting both monthly and on ad hoc basis as required by Head of WFM.
• Diary management as required for the Deputy or Head of WFM and management of group shared calendars.
• Manage/arrange WFM group events.
• Arrange travel for the group as required.
• Arrange, chair and minute meetings for the group as required.
• Lead on various WFM projects and process improvement.
• Manage WFM purchasing for the group/estate.
• Manage recruitment process and onboarding of new starters – to include ID cards requests, inductions, including H&S, training records, IT accounts, equipment, and shared drive access.
• Management and development of the WFM SharePoint.
• Provide inductions to new staff including specialist WFM group software and WFM Procedures.
• Appraisal admin for the group.
• Liaison with HR group, Finance Group, Health and Safety and others to ensure compliance with company procedures.
• Management of the group filing structure and mail manager collections.
• Ensure all group procedures are reviewed and updated in line with ISO41001.
• Staff management e.g. holiday requests approval, absence notification procedures, staff absence reporting.
• Programme administrator for office/WFM projects.
• System Administrator for ePermits.
• Organise and approve team training.
• Coordinate insurance renewals and ensure that the Insurance team are kept up to date of any major changes or hot works.
• Asset disposals.

Is this role right for you?

• Minimum A-level qualified, Degree preferred.
• 3 years relevant experience.
• IOSH Working Safely preferred but not essential.
• Previous Finance knowledge.
• Understanding of Facilities Management.
• Previous experience of SAP Concur.
• High degree of IT literacy, particularly in Microsoft Office including advanced Excel knowledge.
• Ability to cope with deadlines.
• Attention to detail.
• Ability to anticipate and pre-empt problems.
• People person with a positive attitude and high degree of customer service delivery.
• Strong work ethic.
• Team player.
• Flexibility to adapt to changing needs of the business.

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 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 lia.wiltsher@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

To understand what to expect next, please visit https://www.arup.com/careers/recruitment-process/

Stay safe online – Arup will never ask for your bank details as part of our recruitment process. #LI-LW2

Recruitment Agencies - We have a Preferred Supplier List of trusted partners to assist us when required and do not acknowledge any speculative CVs or unsolicited candidate introductions from agencies not on the list.