Graduate Project Administrator (Available 2026)

Arup is a global consultancy known for its advisory and technical expertise across multiple disciplines. They are seeking a Graduate Project Administrator to provide operational support, manage project documentation, and facilitate communication across teams, all while leveraging advanced digital tools and ensuring compliance with standards.

Responsibilities

• 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 ProjectWise. This includes organizing, 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 analyzing data to prepare reports and documents
• Attending project meetings and providing follow-up support, including preparing meeting notes, agendas, action lists, reminders, and actions items
• Assisting with bid support tasks
• Client Relationship Manager (CRM) data entry
• Preparing invoices for the project

Skills

• 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 programs and databases (candidates 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 organizational skills
• The ability to handle confidential assignments with tact and subtlety
• The ability to work in a fast-paced environment
• Proactive, self-motivated with excellent interpersonal skills
• Ability to work independently or as a team member while maintaining focus and efficiency
• Excellent time management skills and organization to work remotely
• Must be eligible to work in Canada without the need for employer sponsored work authorization now or in the future
• Recent and soon-to-be graduates: Whether you've just graduated or are graduating before the role starts, we want to hear from you if your degree is in a relevant field
• Changemakers: A passion for sustainable development and creating a better world is key
• Innovative minds: We're looking for critical thinkers who embrace new ideas and challenge the status quo
• Growth seekers: You have a growth mindset, always eager to learn and explore new ways of working
• Adaptable adventurers: You're ready to take on any challenge that comes your way

Benefits

• Comprehensive and valuable benefits program
• 100% paid for by Arup except for optional life insurance
• Paid time off for rest and renewal
• Global Profit Share Plan (paid bi-annually)
• 5% company match to help you save for your future

Company Overview