Workplace and Facilities Coordinator

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

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.

Qualifications:

• 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. 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. Profit Share is a key part of our reward, enabling members to share in the results of our collective efforts.

Diversity and Inclusion: 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, 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. We are committed to making our recruitment process and workplaces accessible to all candidates. If you need any assistance or reasonable adjustments, we will do everything we can to support you.