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Team Coordinator
Team Coordinator (Property Science & Industry) – Edinburgh
About Arup
Arup’s purpose, shared values, and collaborative approach have distinguished us for over 80 years, shaping how we build a better world.
The Opportunity
We’re seeking a Team Coordinator to support our Property Science and Industry portfolio within our North Geography, based in our Edinburgh office. This role is pivotal in ensuring operational efficiency, administrative excellence, and smooth team coordination across both project and office activities.
Key Responsibilities
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Document & Presentation Support
- Prepare high-quality, brand-aligned documents and presentations, including proofreading, editing for consistency, and drafting materials using Microsoft Office tools.
- Support Sales & Business Development activities through administrative and coordination tasks.
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Project & Team Coordination
- Provide project support to Senior Leaders, including diary management and coordination of operational activities.
- Offer administrative coverage for colleagues during leave, managing holidays/absences, wellbeing initiatives, and sickness management.
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Onboarding & Offboarding
- Coordinate induction activities for new starters and the leave process for employees departing the team.
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Meeting & Event Organisation
- Organise team meetings and events, managing diaries, meeting rooms, AV requirements, refreshments, and event logistics.
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HR & People Processes
- Assist with appraisal administration and other HR-related activities.
- Oversee profit share and reward processes, including travel/accommodation bookings and expense reporting.
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Business Operations & System Use
- Act as cover for Business Operations team members when needed.
- Promote best practice in Business Operations and ensure compliance with in-house systems.
- Use relevant CRM/reporting tools, learning platforms, and Arup-wide systems efficiently.
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Requirements & Attributes
Essential Skills & Experience
- Proven coordination and administration experience, preferably in professional services, project management, or corporate support roles.
- Ability to take ownership, drive tasks to completion, and exercise sound judgement and initiative.
- Excellent written communication (e.g., minute-taking, drafting emails, producing clear documents).
- High attention to detail with a pride in accuracy, consistency, and professional presentation.
- Strong organisation and time management, balancing multiple priorities and deadlines under pressure.
- Professional, approachable, and line-manager level interpersonal skills, comfortable liaising across all levels.
- Discretion and trustworthiness in handling sensitive or confidential information.
- Confident user of Microsoft Office (especially Outlook, Excel, and PowerPoint), with strong Teams and CRM/reporting tool experience.
Desirable Extras
- Knowledge of CRM systems (e.g., Salesforce).
- Level 4 NVQ (or equivalent) in secretarial/administrative studies.
Core Behaviours
- Relationship-building: Forms strong, positive working relationships with colleagues and clients.
- Improvement focus: Demonstrates a continuous-improvement mindset, seeking better ways of working.
- Resilience & solutions: Self-motivated, practical, and solutions-focused in challenge.
What We Offer
Arup values your success and growth alongside ours, guided by our shared values. Our total reward package reflects your contribution while supporting health, wellbeing, learning, and impact in fulfilling work.
Competitive Compensation & Career Growth
- Fair and equitable pay aligned with your skills and contribution.
- Profit Sharing: A key performance reward, reflecting the collective success of the firm.
- Career progression in a supportive, innovative environment where you can belong, grow, and thrive.
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Comprehensive Benefits
- Health & Wellbeing
- Private medical insurance.
- Life assurance, accident insurance, and income protection.
- Flexible benefits: Tailored to your needs, including:
- Childcare vouchers
- Discounted travel (Qi bona, etc.)
- David Lloyd health memberships
- Gym day passes
- Season ticket loans
- Investment pensions
Diversity & Inclusion
Arup is an equal opportunity employer, committed to fostering diversity and inclusion. We enthusiastically welcome applications from individuals across all protected characteristics, including:
- Age (within legal limits)
- Gender identity and expression
- Marital status and family circumstances
- Disability, neurodiversity, or mental health considerations
- Race and ethnicity
- Faith or belief
- Sexual orientation
- Socioeconomic background
Our employee networks (e.g., Race, Ethnicity, Cross-Cultural Working; Gender Equity; LGBTQ+, Disability Inclusion) actively champion an open, inclusive culture, where diverse perspectives drive our excellence.
For more insights into life at Arup, visit: www.arup.com/careers/your-life-at-arup
Accessibility & Inclusion
We are committed to making our recruitment process and workplace accessible to all candidates. If you require any reasonable adjustments (e.g., document formatting, interview arrangements) or need support to perform essential role functions, please contact Aslam Hussain (Aslam.Hussain@arup.com). Your accessibility needs will be accommodated where possible.
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