Team Coordinator

About Arup

Dedicated to sustainable development, Arup is a collective of designers, consultants and experts working globally.

At Arup you will have the opportunity to collaborate on ambitious projects - delivering remarkable outcomes for clients and communities, and to do socially useful work that has meaning.

Arup's purpose, shared values and collaborative approach has set it apart for over 75 years, and now is your opportunity to join.

Job description - the role

AMS is the world's leading provider of Talent Acquisition and Management Services. Our contingent Workforce Solutions (CWS) service acts as an extension of our clients' recruitment team and provides professional interim and temporary resources. We partner with Arup to support contingent recruitment processes. On behalf of Arup, we are looking for a Team Coordinator until 31st March 2024 with a strong likelihood of extension or being made permanent. The contract is based in Winchester and the office moves to Southampton in June 24.

An exciting new opportunity has arisen in our Winchester office for an experienced Team Coordinator to provide robust and proactive support to our Winchester Property, SIT and Social Infrastructure team members. The Team Coordinator role liaises directly with the teams and leaders to ensure the team remains fully supported. The
role will involve being the 'go to' person within the teams, supporting colleagues in producing quality deliverables and ensuring smooth operations.

This significant role requires initiative, individual awareness and influencing skills together with excellent communication, planning and organisational capabilities. It is a pivotal support role within a busy team and will make a significant impact on how the team operate and engage with our clients.

In this role you will be:

• Supporting the team in project administrative activities in line with client requirements - this will include high-profile project work as well as routine administrative tasks, for example supporting on workload spreadsheets, gathering finance information to support invoicing or supporting the project team in adhering to internal procedures.
• Supporting teams in promoting projects, including promotion via social media platforms in collaboration with the marketing team.
• Doing duties including but not limited to: producing quality documents in line with the Arup brand, proofreading content to ensure consistency and good style, editing and making suggestions for improvements to text and presentations, creating first draft PowerPoint presentations if required.
• Working collaboratively with both project and business development and marketing teams in work winning activities - bids, PQQs and preparing supporting documentation such as CVs, project sheets etc.
• Managing team holiday, absence administration and identifying welfare activities which arise from staff changes.
• Supporting new starters and their induction into Arup and the team, ensuring that their experience is smooth and
  enjoyable.
• Taking ownership of organising social and staff events and working in collaboration with the business development and marketing team on client events.
• Assisting with recruitment as required, working with our internal resourcing team to schedule interviews with candidates, adhering to data privacy rules (GDPR) at all times.
• Assisting team and team leaders with diary management.
• Proactively gathering relevant details, booking meeting rooms and proactively liaising with relevant teams to
  organise AV requirements and refreshments required.
• Attending and taking minutes for meetings as requested, capturing actions and proactively ensuring that actions are completed.
• Understanding the link between all Business Services disciplines and being able to draw on these relationships to
  deliver high quality outputs both to internal and external clients.
• Being aware of H&S best practice, identifying risks, breaches or specific needs. Taking on H&S roles (workstation
  assessor, fire marshal or first aider). Being aware of possible risks when making site visits.
• Promoting and sharing best practice within Business Services.

Essential Skills and Qualifications:

• Ability to demonstrate solid experience in a similar role in professional services or multi-disciplinary environment.
• An excellent communicator, both written and verbal.
• Excellent at building relationships and partnering with internal clients e.g listening, challenging and influencing.
• Be able to demonstrate sound knowledge of Microsoft packages, including solid PowerPoint skills and ideally SharePoint.

Diversity at Arup:
Arup is an equal opportunity employer that actively promotes and nurtures a diverse and inclusive workforce. Guided by its values and alignment with the UN Sustainable Development Goals, Arup creates and contributes to equitable spaces and systems, while cultivating a sense of belonging for all. Arup's internal employee networks support their inclusive culture: from race, ethnicity and cross-cultural working to gender equity and LGBTQ+ and disability inclusion - creating a space for everyone to express themselves and make a positive difference.

If you are interested in applying for this position and meet the criteria outlined above, please click the link to apply and speak to one of our Sourcing Specialists.

AMS are committed to providing all our candidates with the opportunity to perform at their best throughout the recruitment process. Please let us know if you require any additional support or reasonable adjustments during the screening process and we will work with you and Arup to identify the best solution to meet your requirements.

AMS, a Recruitment Process Outsourcing Company, may in the delivery of some of its services be deemed to operate as an Employment Agency or an Employment Business.