Administrative Assistant 3

Job Description

Team/Region: AMER

Shift Schedule: 8pm-5am / 9pm-6am

Work Set up: Hybrid (3x RTO / 2 WFH)

Additional Requirements from the Stakeholder

Proactive and adaptable, with the ability to identify process improvements and work in a fast-paced environment. Experience in project coordination, action item tracking, Excel reporting, data and document management, and purchase order (PO) and invoice processing is preferred.

Responsibilities & Duties

• Manage expense submissions for multiple stakeholders, including complex travel-related reimbursements, split expenses, and exception handling. Liaise with A/P and Finance to troubleshoot rejected claims or delayed payments, ensuring timely resolution with minimal direction.
• Oversee the administrative side of vendor onboarding and transaction tracking. Monitor POs, invoice statuses, COI renewals, and wire transfers. Escalate issues directly with Procurement or Finance, follow up on delays, and keep stakeholders informed with summary reports or dashboards.
• Prepare operational reports, tracker summaries, and internal dashboards based on stakeholder needs. Maintain and update department-specific data sets, ensuring accuracy and timeliness. Present findings using charts, visuals, or pivot tables where applicable.
• Utilize multiple systems including Oracle, Coupa, ServiceNow, Salesforce, and internal trackers to complete administrative workflows. Coordinate across departments (e.g., IT, Legal, Procurement, HR) to fulfill requests on behalf of stakeholders and ensure seamless process completion.
• Manage controlled files, templates, forms, and logs across SharePoint, Teams, and internal drives. Implement version control practices, naming protocols, and permissions management for sensitive or critical files. Support audit-readiness by ensuring documentation is always up to date.
• Design simple visual templates for newsletters, team updates, or internal event banners. Coordinate messaging across platforms as required.
• Act as a key support person across functional requests including compliance submissions, training tracking, equipment requests, internal survey preparation, and ad hoc stakeholder deliverables. Balance multiple administrative priorities with little oversight.
• Serve as the first point of resolution for technical or transactional issues submitted through ServiceNow or the Employee Center. Submit, monitor, and escalate tickets as required. Maintain tracking sheets to report progress on unresolved issues.
• Provide administrative support for business initiatives, audits, or task forces that fall outside the EA function. Assist with data collection, status tracking, logistics planning, or reporting tied to department-level initiatives or operations projects.
• Recommend and pilot improvements to internal admin workflows, trackers, filing systems, or communication templates. Share learnings and tools with peers, support onboarding of junior admins, and contribute to a culture of continuous process enhancement.
• Assist in general administrative tasks as needed.

Qualifications

Minimum Requirements:

• ·         Bachelor’s Degree or at least 3 years of relevant experience in a fast-paced complex environment
• ·         Proven work experience as an Administration Assistant
• ·         Advance proficiency 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.
• ·         Excellent time management skills and ability to multi-task and prioritize work.
• ·         Experience managing multiple and changing demands, details, and deadlines.
• ·         Prior experience in leading people is a plus.

Attributes:

·         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

Additional Information

At AECOM, we are committed to maintaining a secure and trustworthy recruitment process and take any fraudulent hiring activity seriously. To support this commitment, all newly hired employees are required to attend an in-person Day 1 onboarding at an AECOM office location as a condition of employment.

About AECOM 

AECOM is proud to offer comprehensive benefits to meet the diverse needs of our employees. Depending on your employment status, AECOM benefits may include medical, dental, vision, life, AD&D, disability benefits, paid time off, leaves of absences, voluntary benefits, perks, flexible work options, well-being resources, employee assistance program, business travel insurance, and service recognition awards.

AECOM is the global infrastructure leader, committed to delivering a better world. As a trusted professional services firm powered by deep technical abilities, we solve our clients’ complex challenges in water, environment, energy, transportation and buildings. Our teams partner with public- and private-sector clients to create innovative, sustainable and resilient solutions throughout the project lifecycle – from advisory, planning, design and engineering to program and construction management. AECOM is a Fortune 500 firm that had revenue of $16.1 billion in fiscal year 2025. Learn more at aecom.com. 

What makes AECOM a great place to work 

You will be part of a global team that champions your growth and career ambitions. Work on groundbreaking projects - both in your local community and on a global scale - that are transforming our industry and shaping the future. With cutting-edge technology and a network of experts, you’ll have the resources to make a real impact. Our award-winning training and development programs are designed to expand your technical expertise and leadership skills, helping you build the career you’ve always envisioned. Here, you’ll find a welcoming workplace built on respect, collaboration and community—where you have the freedom to grow in a world of opportunity. 

As an Equal Opportunity Employer, we believe in your potential and are here to help you achieve it. All your information will be kept confidential according to EEO guidelines.