Full-Time Administrative Assistant

This role provides administrative support for various tasks, such as preparation of reports, charts, and other presentation materials, inventory of office supplies, timekeeping duties and maintenance of files, databases and archives of relevant records to one or more managers in a department or group in an organization. This role works under general guidance and supervision.

• Provide support in general administrative tasks such as but not limited to filing, encoding, maintaining, and sorting files and documents.
• Prepares, generate, and maintain reports, spreadsheets, presentations, and other necessary documents as required, in response to and in anticipation of department’s needs.
• Prepares, reviews, submits, and tracks Stakeholder’s expense reports for reimbursements
• Enters, tracks and processes departmental invoices for payment.
• Processes timesheet approval, submission and Oracle Time Adjustments (OTA) (including approvals, transfers and cost center changes) for employees.
• Maintains and organizes documents in Sharepoint and Teams databases for stakeholders, including tasks such as saving, organizing, and creating folders for efficient document repository management.
• Process and submit ServiceNow IT ticketing.
• Process and purchase orders for office supplies, including IT hardware and software services. Conduct online research or other types of research for onshore partners.
• Reroute documents to other approvers when necessary.
• Perform other related functions, projects and duties as assigned.
• Maintain confidentiality and a high level of professionalism in all interactions and when handling sensitive information.
• Receives guidance and training on well-structured assignments relying on instructions and established procedures and may be relied on to solve routine problems/issues.
• Perform and accomplish the responsibilities listed above under the general guidance and supervision of an SME or Team
• Candidates must be open for a night shift schedule (7pm to 4am).
• Candidates must be open for a hybrid work setup (AECOM's Freedom to Grow initiative).
• Bachelor’s Degree or at least 2 or more of relevant years of administration job experience
• Strong experience working in Microsoft Word, Excel, Outlook, and PowerPoint required.
• Highly motivated with 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.
• Experience managing multiple and changing demands, details, and deadlines.
• Basic understanding of Administrative and Vendor Support functions
• Working knowledge of company organizational structures, terminology, and policies and procedures; experience with and/or working knowledge of functions, terminology, and policies and procedures applicable to assigned department.
• Experience with project coordination and budget tracking.
• Ability to effectively communicate and collaborate within a specific group of internal and external customers. (Communication)
• Ability to maintain good customer relationship with the ability to proactively support customer needs and requirements. (Customer Service)
• Ability to be thorough and meticulous in completing multiple assigned tasks within deadline and in identifying errors, duplicates, and discrepancies through defined methods. (Attention to Detail)
• Ability to identify, assess, and resolve simple to moderate issues by following defined policies and procedures. (Problem Solving)