Graduate Project Administrator

Graduate Project Administrator (Available 2026)

See it differently

You see the world through a unique lens and that’s exactly what we need. We embrace how you see things differently – it’s essential for creating a sustainable future.

Arup is a global consultancy with advisory and technical expertise across more than 150 disciplines. We guide, plan and design the future of the built environment. Globally, each year we recruit hundreds of graduates to help us see things differently and solve the most complex challenges facing our clients, climate and communities.

We are looking for a stellar Graduate Project Administrator with excellent interpersonal skills and a willingness to learn all facets of project administration. The role is structured, cross‑functional, and offers the opportunity to learn from all different parts of our organisation.

At Arup, Project Administration (PA) is a cornerstone of our project delivery process, ensuring seamless execution from inception through completion. Our PA team provides essential operational support, streamlines communication across multi‑disciplinary teams, manages project documentation, and ensures strict adherence to contractual, regulatory, and quality standards. Serving as an integrator across all departments, the PA team acts as the primary point of contact, connecting teams and providing vital information that enables Project Managers and Directors to make informed, strategic decisions.

Beyond traditional administrative responsibilities, PA professionals at Arup leverage advanced digital tools, automation, and AI‑enabled workflows to drive efficiency, support innovative project solutions, and deliver exceptional outcomes for our project team and clients.

• Learning and aligning with our defined data and information management systems and procedures
• Support the management of project documentation and information flow by managing document workflows and coordinating turnaround times within Common Data Environments (CDEs) such as Aconex, Procore, Unifier, SharePoint Site and Project Wise. This includes organising, tracking, reviewing and distributing project documents to relevant stakeholders while ensuring compliance with internal processes and external standards, contributing to the smooth and efficient execution of the project.
• Processing project Requests for Information (RFIs) and Submittals, ensuring their timely distribution, response, and tracking throughout the project.
• Reviewing and verifying documents for completeness, accuracy and compliance with established procedures and project plans
• Collaborating closely with the project management team, technical teams, subcontractors and other team members to ensure a smooth communication and information flow
• Assisting with creation and management of SharePoint sites
• Assisting with the preparation and submission of reports, specifications, correspondence, spreadsheets, and presentations to ensure that the highest quality editing and formatting are presented following branding guidelines
• Conducting research, collecting, and analysing data to prepare reports and documents
• Attending project meetings and providing follow‑up support, including preparing meeting notes, agendas, action lists, reminders, and action items
• Assisting with bid support tasks
• Client Relationship Manager (CRM) data entry
• Preparing invoices for the project

• High school diploma or equivalent is required;
  Business Administration, Project Management courses/degree or related field is preferred
• Knowledge of Microsoft Office Suite applications and other standard applications/software programmes and databases (candidate skill level will be assessed)
• Knowledge of SharePoint sites
• Knowledge of or interest in automation tools and Artificial Intelligence (AI) applications is a strong asset. An innovative mindset with the ability to leverage technology to enhance efficiency and support digital transformation will be regarded as a plus factor
• Excellent verbal and written communication skills
• Ability to perform in a team‑oriented environment
• Upbeat and eager to address new projects and ideas
• Good attention to detail and…