Administrative Assistant

About AECOM

AECOM is a global infrastructure consulting firm dedicated to delivering a better world through various projects, including improving commutes, providing access to clean water, and transforming skylines. The company partners with clients to address complex challenges and build legacies for future generations. With a global team of over 50,000 professionals, AECOM focuses on creating a positive and tangible impact worldwide.

Role Overview

AECOM is seeking an experienced and detail-oriented Administrative Assistant to join its team in Makkah, Saudi Arabia. This full-time role involves leading administrative operations and serving as a resource for managers and project teams. The Administrative Assistant will contribute to operational excellence, project management, and team success through organizational, communication, and leadership skills. This position is suitable for individuals who thrive in collaborative environments and demonstrate initiative in maintaining efficiency and accuracy.

Key Responsibilities

• Provide comprehensive administrative support and mentorship to managers within the office or business unit.
• Lead the preparation, proofreading, and formatting of correspondence, forms, spreadsheets, and documents.
• 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.
• Develop and format project reports and documentation, ensuring alignment with organizational standards.
• 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.
• 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.
• 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.

Qualifications and Experience

• High School Diploma plus 3 years of relevant administrative experience, OR
• Relevant administrative or office management diploma plus 2 years of professional experience.

Work Location

This full-time position is based in Makkah, Saudi Arabia, with potential work in Jeddah.

Application Information

AECOM invites qualified candidates to apply for this role. Salary details will be discussed during the interview process.