Job Title - Team & Project Coordinator

Location - Leeds

Joining Arup?

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

Arup is a multi–disciplinary firm of designers, planners, engineers, consultants, and technical specialists, working across every aspect of today’s-built environment. Together we help our clients solve their most complex challenges – turning exciting ideas into tangible reality as we strive to find a better way and shape a better world.

Our Business and Corporate Services functions provide a fundamental platform of unyielding support, enabling our firm to operate efficiently whilst working with our clients on ambitious projects that will set new industry standards.

Watch this short clip to discover how Arup are shaping a better world and how you could be a part of it!

The Opportunity

We’re looking for a proactive, well‑organised Team & Project Coordinator to be the operational “go‑to” for a busy, multidisciplinary team within the Property, Science & Industry portfolio. You’ll keep day‑to‑day operations running smoothly (meetings, travel, onboarding, team processes) and provide hands‑on project coordination (document control support, information flow, deliverables tracking, QA, meeting actions). Your work will directly improve how the team operates and how we deliver for our clients.

Core Responsibilities

Team coordination & operations

• Plan and organise internal/external meetings (agendas, attendees, rooms/VC, catering)

• Manage travel, accommodation and diaries for senior team members; provide ad‑hoc travel support when issues arise

• Onboard new starters and support inductions so they have a smooth, positive experience.

• Maintain team processes: holiday inputs (e.g., Timetastic/GRM), appraisal/check‑in scheduling, and work‑experience planning.

• Front‑of‑house support as needed (desk booking; meet & greet visitors; organise team events).

Project coordination & delivery support

• Coordinate information flow & document control support, including managing RFIs/TQs, issuing short‑notice deliverables, maintaining issue registers, and supporting QA checks.

• Track project deliverables and milestones; maintain trackers, highlight key dates, and assist with audits, multi‑disciplinary inputs into single, high‑quality client documents; proofread and run document quality checks to meet branding/quality standards within deadlines.

• Set up and coordinate project meetings (scheduling, agendas, the right attendance); capture and chase minutes/actions and maintain an accessible action log.

• Support project mailboxes and filing so meeting records and key info are easy for the team to find.

Additional Responsibilities

• Support bids, reports and presentations (formatting, reviews; Word/Excel/PowerPoint; Bluebeam where used).

• Assist with reports and specifications such as weekly/monthly progress or work‑stage reports.

• Help organise design reviews, technical presentations, and assemble supporting documentation (e.g., for claims/defence/evidence) as directed.

• Champion best practice in procedures and in‑house systems; act as a change agent when improvements are needed.

• Provide light systems support to the team (file management, SharePoint/ProjectWise/BC familiarity; help solve minor issues or route to the right support).

Is this role right for you?

This role would suit someone who is naturally the “go‑to” person who anticipates needs, knows who’s who across the team, and enjoys enabling others to do their best work. You will bring excellent written and verbal communication, strong relationship‑building skills and the ability to work effectively in a complex, multidisciplinary environment. Calm under pressure & self-aware, you will take ownership of tasks from start to finish, maintaining exceptional attention to detail throughout

You enjoy variety in your day-to-day responsibilities, from coordinating meetings and travel to supporting document quality checks and tracking deliverables across projects. With a focus on continuous improvement, you actively promote good practice, support efficient ways of working, and contribute positively to team culture.

We are looking for a candidate who:

• Has experience in a similar team or team & project coordination role, ideally in a professional services / multidisciplinary environment

• Possesses excellent communication, interpersonal and stakeholder management skills & can demonstrate resilience, ownership of tasks, problem‑solving, and a growth mindset with a focus on continuous improvement.

• Strong organisation, multitasking and attention to detail; able to work independently and as part of a team.

• Is proficient with Microsoft Office (Word, Excel, PowerPoint) and sound file/document management practices.

• Is familiar with project and business systems (e.g., SharePoint, ProjectWise, Business Collaborator; CRM/GRM/PFF/AMS) is desirable; ProjectWise experience is ideal but not essential.

This role does not meet the criteria for visa sponsorship under the UK immigration system. Applicants must have the right to work in the UK

Not ready to apply just yet, or have a few questions? Contact Louise Raisbeck (Louise.Raisbeck@arup.com). Please note, to ensure we remain GDPR compliant do not send your CV directly to us via this email.

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. As well as competitive, fair and equitable pay, 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.

We are owned in trust on behalf of our members, giving us the freedom, with personal responsibility, to set our own direction and choose work that aligns with our purpose and adds to Arup’s legacy. Our members collaborate on ambitious projects to deliver remarkable outcomes for our clients and communities. Profit Share is a key part of our reward, enabling members to share in the results of our collective efforts.

We also provide Private medical insurance, Life assurance, Accident insurance and Income protection cover. In addition, you’ll have access to flexible benefits to help you look after all aspects of your wellbeing and give you the freedom and flexibility to find the best solutions for you, your family, and your individual needs.

Different People, Shared Values

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 (within legal limits), 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.

Guided by our values and alignment with the UN Sustainable Development Goals, we create and contribute to equitable spaces and systems, while cultivating a sense of belonging for all. Our internal employee networks support our inclusive culture: from race, ethnicity and cross-cultural working to gender equity and LGBTQ+ and disability inclusion – we aim to create a space for you to express yourself and make a positive difference.

Discover more about life at Arup at www.arup.com/careers/your-life-at-arup.

We are committed to making our recruitment process and workplaces accessible to all candidates. Please contact Louise Raisbeck (Louise.Raisbeck@arup.com) to let us know if you need any assistance or reasonable adjustments throughout your application or interview process, and/or to perform the essential functions of the role. We will do everything we can to support you.

Our Application Process

To understand what to expect next, please visit our https://www.arup.com/careers/recruitment-process/

Stay safe online - Arup will never ask for payment or your bank details as part of our recruitment process.

Recruitment Agencies - We have a Preferred Supplier List of trusted partners to assist us when required and do not acknowledge any speculative CVs or unsolicited candidate introductions from agencies not on the list.

Closing date: 9th March 2026 - We may close the role earlier than the advertised date should we receive a large number of applications, so please ensure you apply early.