Administration Assistant

About the Role

The role primarily focuses on day‑to‑day administrative support for the Road Projects Department (RPD) and assists in advancing the Strategic Objectives and SMART Action Programme. It involves coordinating office resources, managing communications, maintaining records, and ensuring smooth operation of meetings, travel and new‑joiner onboarding. The position works collaboratively with the RPD team and a variety of internal departments, including Section Heads, Directors, the Head of Administrative Function, Document Controllers, General Services, IT and other support staff. Effective interaction with these stakeholders ensures that all administrative duties are performed efficiently and on time. • Coordinate office equipment, supplies and stationery. • Prepare correspondence, reports, presentations and project information. • Update and track staff information and leave planners. • Arrange travel, meetings and events. • Answer telephone calls. • Receive and distribute project correspondence. • Develop and maintain filing structures for incoming/outgoing mail. • Manage calendars daily to avoid conflicts. • Ensure timely sign‑off of documents requiring Section Head/Director approval. • Convert PDFs to searchable Adobe Acrobat format. • Prepare CD labels and copy files to CD. • Upload new templates/documents to PMDS. • Support Monthly Progress Report (upload to SharePoint, issue transmittals, bind documents). • Update regular reports with the team. • Organise meetings, conferences, interviews and venues; send invites and prepare contact lists. • Prepare and circulate invitations, agendas and meeting minutes. • Book and manage meeting/conference rooms. • Maintain hard‑copy and electronic filing systems. • Manage PMIS content and staff contact list updates. • Update and maintain the floor chart periodically. • Coordinate interviews with HR, directors and arrange logistics. • Set up workstations, stationery and IT requirements for new joiners. • Assist new joiners with ID cards, IT setup and checklist compliance. • Arrange PPE and pool car/driver allocation as needed. • Facilitate hand‑over procedures for leavers. • Process visitor/supplier access permissions for GECs, contractors and suppliers. • Manage manual timesheets and roll‑call list. • Maintain First Aid Box records. • Operate and troubleshoot office equipment; request IT support for repairs. • Arrange appreciation lunches and provide healthy meeting snacks. • Manage kitchen supplies and cleanliness; place monthly requisitions. • Provide leave cover for colleagues. • Liaise with General Services for maintenance, furniture, ID cards and parking access. • Assist planning and coordination of team‑building events. • Proofread and edit letters before approval. • Perform document control duties for assigned area/team. • Process Authorisation to Mobilise (ATM) forms. • Collaborate with RPD teams and other departments to ensure effective administrative support.

Key Responsibilities

• ▸document control
• ▸pmis management
• ▸calendar management
• ▸meeting coordination
• ▸travel arrangement
• ▸onboarding support

Benefits

AECOM offers comprehensive benefits such as medical, dental, vision, life and disability coverage, paid time off, flexible work options, well‑being resources, retirement plans and an employee stock purchase plan. As a Fortune 500 firm and global infrastructure leader, we provide award‑winning training and development programs, cutting‑edge technology and a respectful, collaborative workplace that supports career growth and personal ambition.

Work Environment

Office Full-Time