People Services Coordinator - 12 months contract

Why Arup?

Arup is a unique organization that is owned and run by its employees, which means that our people are at the heart of everything we do. As a people-centric organisation, we are committed to creating an inclusive and supportive work environment where everyone can thrive and achieve their full potential. Our employees are empowered to make decisions and take ownership of their work, which fosters a culture of innovation and collaboration. At Arup, we value diversity and strive to create a workplace that reflects the communities we serve. As a result, we are able to attract and retain some of the brightest and most talented professionals in the industry.

Primary Focus    

As a People Services Coordinator, you will work as part of the broader People Services team to provide day to day support to members and leaders regarding People related queries across Australia and New Zealand. You will be responsible for delivering on a wide range of processes relating to the employee lifecycle across new starter setup and onboarding, mobility, leave, benefits administration, general policy advice, staff records/data maintenance, reporting requirements and off-boarding.

The role requires a strong attention to detail, time management, problem solving and an ability to engage with a variety of stakeholders. You will have a passion for relationship building, continuous improvement with a focus on creating a brilliant member experience.  

Key responsibilities:

• Provide fast, friendly and efficient support and advice for staff on simple policy and procedure questions including self-service and navigation queries (‘how to’, ‘where do I find’)
• Escalate enquiries of a more complex nature or those that require specific ER or IR advice to the relevant Senior People Services Coordinator,
• Advisor or Business Partner
• Support the production of key employment documents including contracts/letters of offer, internal transfer letters, change in employment term letters etc. ensuring data accuracy and proper approvals are in place before issue. 
• Manage new starter setup/onboarding/off boarding administration requirements
• Maintain and keep staff records up to date by processing staff data changes in relevant systems quickly and with high degree of accuracy
• Maintain up to date online staff files and records in compliance with applicable legal requirements
• Support ad hoc staff letter and report requests (e.g. certificates of entitlement)
• Maintain a good working knowledge of P&C policies and self-service options
• Support the delivery of critical P&C cyclical processes such as performance appraisals, promotions, remuneration reviews and learning events
• Support broader P&C initiatives by ensuring continuity and successful delivery of functional services
• Contribute to a constructive culture which enhances Arup’s people experience
• Work on specific projects in the annual P&C plan (in or outside your area) independently or in a team as part of your growth and development
• Other related activities as required

Skills and Attributes

• 1+ year of HR or administrative experience (internships or entry-level roles acceptable) 
• Basic proficiency in Microsoft Office applications (Excel and Word essential; familiarity with automation tools such as Microsoft Powerautomate is helpful but not essential)
• Familiarity with HR systems (e.g. Taleo or Oracle is helpful but not essential) 
• Strong attention to detail and organizational skills 
• Ability to learn and adapt to new systems and processes quickly 
• Bachelor’s degree in business, HR, or related field – desirable but not required

Attributes and Behaviours

• High level of interpersonal skills and integrity to handle sensitive and confidential information and documentation
• Strong service orientation with a demonstrated desire to exceed expectations with a warm friendly and human approach to service 
• Non-hierarchical, with the ability to engage and communicate with people at all levels in both technical and non-technical environments; 
• Ability to maintain personal effectiveness particularly during periods of higher than normal workload; 
• Self-aware, understands their role in the team and takes responsibility for own actions. 
• Have a passion for people - enjoy looking for ways to improve and step up our quality and level of service. 
• Learning Agility – seeks out new skills, learns new skills quickly and adapts to changing situations easily

Skills and Competencies

• Strong attention to detail in composing and proofing documents, establishing priorities and meeting deadlines 
• Ability to manage time effectively to complete work and is able to plan and organise their workload to ensure priority tasks are complete. 
• Uses initiative to seek out answers and problem solve before escalating or asking others
• Excellent written and verbal communication skills

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 eligible members to share in the results of our collective efforts.

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 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 https://www.arup.com/careers/recruitment-process/

Stay safe online – Arup will never ask for 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.