Administrative Assistant

About AECOM

Join AECOM, a global leader in infrastructure consulting, where our mission is to deliver a better world. From enhancing transportation systems and ensuring reliable energy access to providing clean water and shaping sustainable urban landscapes, our work creates lasting positive impacts for communities worldwide. As a trusted partner to clients, we tackle the most complex challenges of our time, building legacies that will benefit future generations. With a workforce of over 50,000 professionals spanning planners, engineers, scientists, and digital innovators, we are at the forefront of accelerating infrastructure investments globally. Now is the opportune moment to contribute your expertise and innovative ideas to a team dedicated to making a tangible difference.

Role Overview

We are seeking a highly organized and proactive Administrative Assistant to join our team in Makkah, Saudi Arabia. In this pivotal role, you will serve as the backbone of our administrative operations, providing exceptional support to managers and project teams while driving efficiency and excellence. Your responsibilities will encompass a wide range of tasks, from managing complex schedules and coordinating travel logistics to overseeing procurement activities and ensuring compliance with organizational standards. This position offers a unique opportunity to make a meaningful impact by streamlining processes, enhancing communication, and supporting the success of our global projects. If you are a detail-oriented professional who thrives in a collaborative environment and takes initiative to maintain accuracy and efficiency, we encourage you to apply.

Key Responsibilities

Administrative & Office Support

• Provide comprehensive administrative support and mentorship to one or more managers within the office or business unit, acting as a trusted resource and point of contact.
• Prepare, proofread, and format correspondence, forms, spreadsheets, and documents with meticulous attention to detail to ensure professionalism and accuracy.
• Manage complex calendar coordination, meeting scheduling, and travel logistics for multiple stakeholders, ensuring seamless operations and minimal disruptions.
• Oversee office supply inventory management and maintain strong vendor relationships to optimize efficiency and cost-effectiveness.
• Establish and organize project file systems on shared servers and systems, ensuring accessibility, compliance, and adherence to organizational standards.
• Lead project meetings by preparing comprehensive minutes, formatting documentation, and coordinating distribution to relevant stakeholders and clients.
• Develop and format project reports and documentation, ensuring alignment with organizational standards and facilitating informed decision-making.

Project & Financial Support

• Lead project setup initiatives and support the development of financial tasks with increased autonomy and accountability.
• Independently manage Estimate at Completion (EAC) updates and change order documentation to maintain project integrity and financial transparency.
• Conduct thorough reviews of project invoices and ensure accurate task coding across multiple projects to support financial tracking and reporting.
• Take ownership of preparing monthly progress reports and contractor estimates, ensuring timely and accurate delivery.
• Ensure all project components align with established procedures and standards, identifying opportunities for process improvement and operational enhancements.
• Support financial reconciliation and budget tracking activities to maintain fiscal responsibility and project viability.

Procurement & Compliance

• Lead procurement activities for project-related materials, strategically managing vendor relationships to ensure timely and cost-effective procurement.
• Drive the development and implementation of project documentation and compliance requirements to mitigate risks and ensure adherence to regulatory standards.
• Maintain and update vendor and client information in relevant systems with accuracy and timeliness, facilitating efficient communication and collaboration.
• Conduct qualification reviews for regularly utilized vendors and subcontractors, providing recommendations to enhance project outcomes.
• Coordinate with legal and compliance teams on contract-related matters, ensuring risk mitigation and alignment with organizational policies.
• Manage risk assessment documentation and approval processes independently, contributing to the overall safety and success of projects.

Proposals & Marketing Support

• Lead proposal development activities, managing approval workflows to ensure timely and high-quality submissions.
• Provide strategic marketing assistance for proposals, including document preparation, graphics coordination, and quality assurance to enhance competitiveness.
• Develop and maintain comprehensive proposal schedules and timelines, ensuring alignment with project goals and client expectations.