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There has never been a better time to be at AECOM. With accelerating infrastructure investment worldwide, our services are in great demand. We invite you to bring your bold ideas and big dreams and become part of a global team of over 50,000 planners, designers, engineers, scientists, digital innovators, program and construction managers and other professionals delivering projects that create a positive and tangible impact around the world.
We're one global team driven by our common purpose to deliver a better world. Join us.
We're looking for an experienced and detail-oriented Administrative Assistant to join our dynamic team in Makkah, Saudi Arabia. In this role, you'll lead administrative operations and serve as a trusted resource to managers and project teams. You'll have the opportunity to make a meaningful impact by driving operational excellence, managing complex projects, and supporting our team's success through exceptional organizational, communication, and leadership skills. If you're someone who thrives in a collaborative environment, takes ownership of processes, and demonstrates initiative in maintaining efficiency and accuracy, we'd love to hear from you.
Administrative & 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 & Financial Support
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 & 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
Proposals & Marketing Support
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 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 solu

Administrative Assistant

Job description