Administrative Assistant

Overview

Job Description

Administrative & Office Support

• Provide comprehensive administrative support and mentorship to one or more managers within the office or business unit
• Lead the preparation, proofreading, and formatting of correspondence, forms, spreadsheets, and documents with meticulous attention to detail
• Manage complex calendar coordination, meeting scheduling, and travel logistics for multiple stakeholders
• Direct office supply inventory management and vendor relationships to optimize efficiency and cost-effectiveness
• Establish and organize project file systems on shared servers and systems, ensuring accessibility and compliance
• Lead project meetings, prepare comprehensive minutes, format documentation, and coordinate distribution to relevant stakeholders and clients
• Develop and format project reports and documentation, ensuring alignment with organizational standards

Project & Financial Support

• Lead project setup initiatives and support financial task development with increased autonomy
• Independently manage estimate at completion (EAC) updates and change order documentation
• Conduct thorough project invoice reviews and ensure accurate task coding across multiple projects
• Take ownership of monthly progress reports and contractor estimates preparation
• Ensure all project components align with established procedures and standards, identifying opportunities for process improvement
• Support financial reconciliation and budget tracking activities

Procurement & Compliance

• Lead procurement activities for project-related materials and manage vendor relationships strategically
• Drive the development and implementation of project documentation and compliance requirements
• Maintain and update vendor and client information in relevant systems with accuracy and timeliness
• Conduct qualification reviews for regularly utilized vendors and subcontractors, making recommendations
• Coordinate with legal and compliance teams on contract-related matters and risk mitigation
• Manage risk assessment documentation and approval processes independently

Proposals & Marketing Support

• Lead proposal development activities and manage approval workflows to ensure timely delivery
• Provide strategic marketing assistance for proposals, including document preparation, graphics coordination, and quality assurance
• Develop and maintain comprehensive proposal schedules and timelines across multiple submissions
• Lead tender document preparation and coordination efforts
• Manage documentation uploads, downloads, and vendor registration in procurement systems with attention to compliance
• Prepare and coordinate required documentation for review and signature, ensuring accuracy and completeness

General Responsibilities

• Utilize Microsoft Office Suite and other business software to accomplish work efficiently and train others as needed
• Apply professional standards, practices, and procedures in all tasks and mentor team members on best practices
• Manage multiple complex priorities simultaneously while maintaining accuracy and quality standards
• Communicate transparently with team members and stakeholders, providing proactive updates and recommendations
• Demonstrate flexibility and adaptability in a dynamic work environment while driving continuous improvement
• Contribute to a collaborative and supportive team culture through leadership and initiative
• Identify process inefficiencies and recommend solutions to enhance operational effectiveness

Minimum Requirements

• High School Diploma plus 3 years of relevant administrative experience, OR
• Relevant administrative or office management diploma plus 2 years of professional experience

Required Skills & Competencies

• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Excellent written and verbal communication skills
• Strong organizational and time management abilities
• Exceptional attention to detail and accuracy
• Ability to multitask and prioritize effectively
• Professional document preparation and formatting skills
• Meeting coordination and minute-taking experience
• Customer service orientation and interpersonal skills
• Ability to maintain confidentiality and handle sensitive information
• Problem-solving mindset with a collaborative approach
• Demonstrated experience supporting project management or consulting environments
• Familiarity with project financial processes and terminology
• Experience with procurement systems and vendor management platforms

Preferred Qualifications

• Knowledge of tender documentation and proposal development processes
• Advanced proficiency in report writing and data analysis
• Experience with travel coordination and expense management
• Familiarity with office management software and systems
• Background in a corporate, engineering, or professional services environment
• Certification in administrative management or related field

Desired Attributes

• Proactive and goal-oriented approach to work
• Ability to work independently and as part of a team
• Adaptability to changing priorities and business needs
• Strong analytical and organizational thinking
• Commitment to continuous improvement and professional development
• Resilience and positive attitude in a fast-paced environment

About AECOM