Administrative Assistant📣 Job Ad

About the Role

AECOM is seeking an experienced and detail-oriented Administrative Assistant to join our full-time team in Makkah, Saudi Arabia, serving the region including Jeddah. This role focuses on leading administrative operations and acting as a trusted resource for managers and project teams. The position requires 2-5 years of relevant experience and offers the opportunity to contribute to operational excellence and project success through strong organizational, communication, and leadership skills.

Key Administrative and Office Support

• Provide comprehensive administrative support and mentorship to one or more managers within the office or business unit.
• Lead the preparation, proofreading, and formatting of correspondence, forms, spreadsheets, and documents with meticulous attention to detail.
• Manage complex calendar coordination, meeting scheduling, and travel logistics for multiple stakeholders.
• Direct office supply inventory management and vendor relationships to optimize efficiency and cost-effectiveness.
• Establish and organize project file systems on shared servers and systems, ensuring accessibility and compliance.
• Lead project meetings, prepare comprehensive minutes, format documentation, and coordinate distribution to relevant stakeholders and clients.
• Develop and format project reports and documentation, ensuring alignment with organizational standards.

Project and Financial Management

• Lead project setup initiatives and support financial task development with increased autonomy.
• Independently manage estimate at completion (EAC) updates and change order documentation.
• Conduct thorough project invoice reviews and ensure accurate task coding across multiple projects.
• Take ownership of monthly progress reports and contractor estimates preparation.
• Ensure all project components align with established procedures and standards, identifying opportunities for process improvement.
• Support financial reconciliation and budget tracking activities.

Procurement, Proposals, and Compliance

• Lead procurement activities for project-related materials and manage vendor relationships strategically.
• Drive the development and implementation of project documentation and compliance requirements.
• Maintain and update vendor and client information in relevant systems with accuracy and timeliness.
• Conduct qualification reviews for regularly utilized vendors and subcontractors, making recommendations.
• Coordinate with legal and compliance teams on contract-related matters and risk mitigation.
• Manage risk assessment documentation and approval processes independently.
• Lead proposal development activities and manage approval workflows to ensure timely delivery.
• Provide strategic marketing assistance for proposals, including document preparation, graphics coordination, and quality assurance.
• Develop and maintain comprehensive proposal schedules and timelines across multiple submissions.
• Lead tender document preparation and coordination efforts.
• Manage documentation uploads, downloads, and vendor registration in procurement systems with attention to compliance.
• Prepare and coordinate required documentation for review and signature, ensuring accuracy and completeness.

General Professional Responsibilities

• Utilize Microsoft Office Suite and other business software to accomplish work efficiently and train others as needed.
• Apply professional standards, practices, and procedures in all tasks and mentor team members on best practices.
• Manage multiple complex priorities simultaneously while maintaining accuracy and quality standards.
• Communicate transparently with team members and stakeholders, providing proactive updates and recommendations.
• Demonstrate flexibility and adaptability in a dynamic work environment while driving continuous improvement.
• Contribute to a collaborative and supportive team culture through leadership and initiative.
• Identify process inefficiencies and recommend solutions to enhance operational effectiveness.

Candidate Profile and Onboarding

The ideal candidate will have 2-5 years of experience in an administrative role, thriving in a collaborative environment, taking ownership of processes, and demonstrating initiative in maintaining efficiency and accuracy. Strong organizational, communication, and leadership skills are essential for success in this role. At AECOM, we are committed to maintaining a secure and trustworthy recruitment process. All newly hired employees are required to attend an in-person Day 1 onboarding at an AECOM office location as a condition of employment.