Project Administration Intern

About Arup

You see the world through a unique lens and that’s exactly what we need. We embrace how you see things differently – it’s essential for creating a sustainable future. Arup is a global consultancy with advisory and technical expertise across more than 150 disciplines. We guide, plan and design the future of the built environment. Globally, each year we recruit hundreds of interns to help us see things differently and solve the most complex challenges facing our clients, climate and communities.

We are looking for a stellar Project Administration Intern with excellent interpersonal skills and a willingness to learn all facets of project administration to join our office team. The role is structured, cross-functional, and offers the opportunity to learn from all different parts of our organization.

At Arup, Project Administration (PA) is a cornerstone of our project delivery process, ensuring seamless execution from inception through completion. Our PA team provides essential operational support, streamlines communication across multi-disciplinary teams, manages project documentation, and ensures strict adherence to contractual, regulatory, and quality standards. Serving as an integrator across all departments, the PA team acts as the primary point of contact, connecting teams and providing vital information that enables Project Managers and Directors to make informed, strategic decisions. Beyond traditional administrative responsibilities, PA professionals at Arup leverage advanced digital tools, automation, and AI-enabled workflows to drive efficiency, support innovative project solutions, and deliver exceptional outcomes for our project team and clients.

The Opportunity as a Project Administration Intern

• Learning and following our defined document control systems and procedures
• Processing project RFIs and Submittals
• 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
• Assisting with bid support tasks
• Client Relationship Manager (CRM) data entry
• Attending project meetings and providing follow-up support, including preparing meeting notes, agendas, action lists, reminders, and actions items
• Conducting research, collecting, and analyzing data to prepare reports and documents
• Assisting with creation and management of SharePoint sites
• Preparation of project site
• Preparing invoices for the projects

Is this Project Administration Intern role right for you?

We're seeking candidates with a strong foundation and a proactive approach:

• High school diploma or equivalent; must be enrolled in an accredited university or college program. Pursuing 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
• Candidate must be eligible to work in Canada without the need for employer sponsored work authorization now or in the future

What Arup Offers You

At Arup, we care about each member’s success, so we can grow together. Our Intern Experience Offers You:

• Purpose-driven work: Join an employee-owned team tackling climate, biodiversity, and social challenges, aligned with the UN’s Sustainable Development Goals.
• Create remarkable outcomes: We trust you to explore challenges, drive change, and create lasting outcomes for our clients, climate and communities.
• Inclusive culture: Your unique perspective matters. We celebrate diversity and foster a supportive, social environment where everyone belongs.
• Career growth: Grow your skills through innovative projects, training, and mentoring in a supportive environment. We invest in your future.
• Work-life balance: Our hybrid model offers flexibility to balance work with your life. We balance your needs with our clients and communities.

Key skills/competency

• Project Administration
• Document Control
• Microsoft Office Suite
• SharePoint
• CRM Data Entry
• Reporting & Presentation
• Communication Skills
• Organizational Skills
• Automation & AI Interest
• Time Management