Job Title - Team & Project Coordinator Role
Location: Belfast ( Supporting Belfast & Manchester)
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
An exciting opportunity has arisen in our Belfast office for an experienced Team & Project Co-ordinator to provide robust and proactive support to teams across the Property, Science & Industry (PS&I) Belfast and Manchester regions. Although the teams span geographies within the NI & Northwest region, this role will be based in our Belfast office.
You’ll keep day‑to‑day operations running smoothly (meetings, travel, onboarding, team processes) and provide hands‑on project coordination (information flow, deliverables tracking, QA, meeting actions). Your work will directly improve how the team operates and how we deliver for our clients.
You will make an impact in this role by…
Team coordination & operations
1. Demonstrating a sound knowledge of Arup procedures and in-house systems. Promoting and demonstrating best practice, generating ideas and acting as a change agent when needed.
2. 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.
3. 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. Supporting teams with projects, including promotion via social media platforms in collaboration with the marketing team.
4. Managing team holiday and identifying welfare activities which arise from staff changes.
5. Supporting new starters and their induction into Arup and the team, ensuring that their experience is smooth and enjoyable.
6. Taking ownership of organising social and staff events relating to your particular teams.
7. Bringing awareness of H&S best practice, identifying risks, breaches or specific needs and alerting the appropriate teams as necessary (HSEQ, WFM Facilities, People Team)
8. Promoting and sharing best practice within Business Operations.
Project coordination & delivery support
9. Supporting the team with 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, supporting the project team in adhering to internal procedures
10. 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 (not exclusive to PowerPoint, Office).
11. Coordinating information flow & document control support, including managing RFIs/TQs, issuing short‑notice deliverables, maintaining issue registers, and supporting QA checks.
12. Tracking project deliverables and milestones; maintaining trackers, highlighting key dates, and assisting with audits.
13. Having a strong knowledge of who is who in the team and fulfils team requests. Looks ahead to anticipate team requirements and address requirements early. Good knowledge of the client systems and procedures including client objectives
14. Setting up reports for projects which can include weekly/monthly progress reports, project issue Work Stage reports, specifications and presentation reports for client meetings
15. Setting up and coordinating project meetings (scheduling, agendas, the right attendance); capture and chasing minutes/actions and maintaining an accessible action log.
16. Supporting project mailboxes and filing so meeting records and key info are easy for the team to find.
Is this role right for you?
We are looking for a candidate who:
17. Demonstrates excellent knowledge of file management systems, Microsoft Office applications, and relevant project software such as SharePoint, ProjectWise, and Business Collaborator, with the ability to support the project team by resolving software-related issues.
18. Has solid experience in a similar role, ideally within a professional services, multi-disciplinary environment, with proven experience of standard office administrative procedures.
19. Possesses excellent written and verbal communication skills, with the ability to build and maintain strong, positive working relationships in a complex, multi-disciplinary environment and utilise these relationships to support exceptional project delivery.
20. Is self-aware and resilient, able to work effectively under pressure while being sensitive to others’ priorities, and continually mindful of the impact on the team, clients, and internal colleagues.
21. Has the willingness and ability to take ownership of tasks and internal projects, demonstrating motivation, strong problem-solving skills, excellent attention to detail, the use of initiative, and a proactive approach to learning with a commitment to continuous improvement.
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.
Our Application 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: 26th February 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