Senior Admin Assistant

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Job Description

The Senior Admin Assistant will provide administrative support to one or more managers within a project, office, or business unit including some of or all the following:

• Assist in general project administrative tasks.
• Provides administrative support to project leadership by scheduling meetings, taking notes, and updating databases.
• Creates and maintains reports, spreadsheets, and other necessary documents in response to and in anticipation of the project’s needs.
• Responsible for controlling the numbering, filing, sorting, and retrieval of all electronically stored or hard copies of Project Administrative Documentation.
• Prepares, reviews, submits, and tracks expense reports for reimbursements.
• SharePoint database administration.
• Organize and manage Team-shared files.
• Attends meetings and takes minutes of meetings.
• Keep record of the project staff time sheets, maintain the staff leave schedule, and occasionally coordinate the staff travel itinerary for official visits.
• Collaborates with the Talent Acquisition Team for the provision of potential candidate CVs, interview arrangements, and candidate coordination & onboarding.
• Submits and maintains the PAF register, staffing plan, and project organizational structure, and keeps & updates the project staff record, accordingly.
• Coordinates with the corporate HR & GR Depts as and when required in the project’s overall interest.
• Assist in the development and update of project administrative procedures.
• Ensures that the project team’s administrative needs are met, in terms of office & IT supplies, stationery, office & IT equipment maintenance, etc., coordinates with the vendors, suppliers, and corporate core team in this connection.
• Provides logistics support to the project, prepares purchase orders, vendor invoices, etc., and ensures that the vehicles deployed on the project are always available in running condition, moreover, all other prerequisites such as but not limited to fueling, technical maintenance, rent, etc. are taken care of, coordinates with the vendors and corporate procurement & logistics Depts as regards, to make things work.
• Organize events on projects as and when required, coordinate with vendors and corporate procurement & logistics Depts to make things happen.
• Prints, copies, and scans documents, as and when required, to support the project leadership.
• Perform other related projects and duties as assigned.

Qualifications

• Bachelor’s degree
• 15+ experience in managing EPC projects in a fast-paced environment, PMC experience is desirable.
• Strong experience working in Microsoft Office 365 SharePoint, Word, Excel, Outlook, and PowerPoint required.
• Highly motivated with the ability to function well in a fast-paced environment.
• Excellent interpersonal, organizational, and communication skills.
• Strong attention to detail with an ability to deliver accurate documentation and task completion.
• Hands-on in managing multiple tasks and changing demands, details, and deadlines.
• Working knowledge of company organizational structures, terminology, policies, and procedures.

Additional Information

About AECOM

AECOM is the world’s trusted infrastructure consulting firm, delivering professional services throughout the project lifecycle – from advisory, planning, design and engineering to program and construction management. On projects spanning transportation, buildings, water, new energy and the environment, our public- and private-sector clients trust us to solve their most complex challenges. Our teams are driven by a common purpose to deliver a better world through our unrivaled technical and digital expertise, a culture of equity, diversity and inclusion, and a commitment to environmental, social and governance priorities. AECOM is a Fortune 500 firm and its Professional Services business had revenue of $14.4 billion in fiscal year 2023. See how we are delivering sustainable legacies for generations to come at aecom.com and @AECOM.

Freedom to Grow in a World of Opportunity 

You will have the flexibility you need to do your best work with hybrid work options. Whether you’re working from an AECOM office, remote location or at a client site, you will be working in a dynamic environment where your integrity, entrepreneurial spirit and pioneering mindset are championed.

You will help us foster a culture of equity, diversity and inclusion – a safe and respectful workplace, where we invite everyone to bring their whole selves to work using their unique talents, backgrounds and expertise to create transformational outcomes for our clients.

AECOM provides a wide array of compensation and benefits programs to meet the diverse needs of our employees and their families. We also provide a robust global well-being program. We’re the world’s trusted global infrastructure firm, and we’re in this together – your growth and success are ours too.

Join us, and you’ll get all the benefits of being a part of a global, publicly traded firm – access to industry-leading technology and thinking and transformational work with big impact and work flexibility. As an Equal Opportunity Employer, we believe in each person’s potential, and we’ll help you reach yours.

All your information will be kept confidential according to EEO guidelines.