Administrator – Office Services

About Arup Malaysia

Arup is a collective of designers, consultants, and experts working across 140 countries. Founded to be both humane and excellent, it collaborates with clients and partners using imagination, technology, and rigor to shape a better world.

Established in Malaysia in 1964, Arup is proud to have shaped some of the country’s early landmarks and continues to deliver an impressive portfolio of iconic and award-winning developments, in the evolving urban landscapes of Kuala Lumpur, Penang, and other states.  
The team of more than 300 people delivers engineering and advisory services for every stage of a project, from inception to completion and after; from vision, strategy, and business case through planning, engineering, and project implementation to operational readiness and asset management. Its multidisciplinary expertise helps clients solve their most difficult challenges, turning exciting ideas into tangible reality. 

Your role

The Administrator for the Office Services team will serve as the expert on matters concerning administrative operations and procedures. A master multi-tasker, you will handle the maintenance of relationships with vendors, develop efficient and optimized work procedures and workflow, anticipate office needs, maintain documentation, adapt to work-changing situations, and other day-to-day operations. 

Responsibilities

• Perform a diverse range of administrative and support duties as well as in multiple functions as and when required, coordinating office activities and operations to secure efficiency and compliance with company policies
• Manage relationships with vendors, service providers, and landlords, ensuring all items are invoiced and paid on time. As the point person for maintenance, mailing, shipping, supplies, equipment, bills, and errands
• Responsible for front office operations by upkeeping the quality of service and the reception roster, organizing catering for office meetings, presentations, events, etc
• Ensure office supplies, stationaries, photocopy machines, and business cards are in order
• Accountable for the arrangement of flight booking, transportation, and accommodation for office visitors and assignees

Training, development & rotations

Arup provides opportunities for all its people to learn new things, through challenging and innovative work, in an environment that allows individuals to flourish.

It believes in career-long learning, and you’ll find an atmosphere that encourages self-discovery and allows you time to be creative. The people benefit from both formal training including a range of internally developed courses covering new techniques and practices, as well as opportunities to gain valuable experience through community engagement activities.

Career progression

As a giant collaborative network of experts, mobilizing to solve problems in new ways. The best ideas come from a creative dialogue. That’s why it encourages people to deepen their understanding by working in new locations and different cultures.

At Arup, a majority of your learning comes from your day-to-day work on projects, stretch assignments, or interaction with senior colleagues. About a fifth takes the form of coaching or mentoring, attending events, or being involved in professional associations. Finally, it also offers formal classroom or e-learning-based courses. Supporting your development, in the way that works best for you.

Company culture 

At Arup, you will work alongside some of the most talented people, who share your ambition to make a difference. You’ll get to work on projects that push people’s expectations of what’s possible, from inspiring buildings to structures that will shape the future.

Arup’s shared values, like the firm’s name, are derived from the beliefs and convictions of its founder, the engineer, and philosopher Sir Ove Arup. Brilliant and rigorous creative work always draws strength from the range of human ideas, viewpoints, and experiences that contribute to it. The commitments to equality, diversity, and inclusion are shaping life and work at Arup.

About you

Requirements

• Recognized relevant tertiary qualifications in Business Administration or a similar area
• Solid knowledge of administrative skills and ideally within a consulting business environment
• Proficient in Microsoft Office, including Outlook, Excel, PowerPoint, and Word; 
• Experience in using Adobe Acrobat, especially Adobe InDesign, and having basic design and layout skills
• Proven working knowledge of relevant legislation, regulations, codes of practice, and guidelines

How to apply

Click the “Apply on employer site” button below to apply for this job.

Arup hires people across a wide range of specialisms some of the things it looks for in people include:

• Studied/studying in a field relevant to the team you are applying for
• Meet work rights requirements for the chosen country
• Excellent communication skills and the ability to work in a team
• Self-motivated, innovative thinker and willing to take on new challenges
• Well-rounded people, with extra-curricular interests and most importantly a passion for the work it does.