Full-Time Administrative Assistant II

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, generates, and maintains reports, spreadsheets, presentations, and other necessary documents as required, in response to and anticipating the 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 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 Leader.
• Candidate must be open for any shift schedule - Morning, Midshift, Night
• Candidate must be open to hybrid setup (AECOM's Freedom to Grow initiative).
• Bachelor’s Degree or at least 2 or more relevant years of administration job experience
• Strong experience working in Microsoft 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.
• 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 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 with 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)

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.