Business Administrator

Arup is the creative force at the heart of many of the world's most prominent projects in the built environment and across industry. 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. We embrace equality, diversity and inclusion in all aspects including individual differences and open-mindedness.
The Opportunity
We are looking for an independent and organized Business Administrator to support our Hanoi operations. In this role, you will manage business documentation and oversee our CRM processes. Since your Line Manager is based in Ho Chi Minh City, you must possess strong self-management skills and the ability to work effectively under remote supervision.
Group support
• Arranging travel (if approved Travel Booker for the Geography)
• Team events, meetings and workshops, including help with logistics and documentation
• In the absence of a Grade 2/3 administration position in the structure:
- Corporate credit card purchases and bookings (staff gifts, industry events, external training, etc.)
- Team calendar management (if required)
- Business card orders as per Arup's processes
- Bulk paid membership renewals
• Management of distribution lists (if designated Owner of those lists)
• Management of Team/SharePoint Sites
• Catering bookings (if required)
• Timesheet support (if required)
• P&C requests (if required)
• Responds to enquiries and requests for information, and provides guidance on Arup systems and processes
• Vacation Student and Graduate interview coordination
• Staff on/off-boarding
• Long-term assignment (LTA) and short-term assignment (STA) assistance
• Moodle training approvals
• Training support staff
• Appraisals set up in Moodle and reporting
• With guidance, works to support more senior colleagues to implements changes and business initiatives
• May be involved in Committees and/or Skills Networks
• May act as a Health and Safety (H&S) representative (i.e. first aider, fire warden, etc.)
Possible Job and Confirmed Job support
• Client Relationship Management (CRM) entries - creating and updating
• Confirmed job number (CJN) applications including but not limited to the CRM entry part of this task
• CJN suffices including but not limited to the CRM entry part of this task
• Project close-outs
• Intranet Project Plan (IPP) monthly report generation
• Power of attorney (POA) document execution assistance
• Ad hoc project support tasks (Keep bulk filing, etc.)
Commercial support
• Client invoice generation
• Debt collection and credit control assistance, as required
• Time and Expense transfers
• Overview reports
• Assist with initial project set up
• Submitting supplier invoices for payment
Document Production
• Assist with formatting and compiling pdf of Group and project documents of small and medium size, in line with Arup standard templates and Corporate Style Guidelines.
• Formatting and pdf of large project deliverables