About the job
Join our innovative team at AECOM as an Administrative Assistant in Makkah, Saudi Arabia! We are seeking a skilled and detail-oriented individual who will excel in managing administrative functions and serve as a vital resource for our managers and project teams. Your role will encompass driving operational excellence, overseeing multifaceted projects, and fostering our team's success through outstanding organizational, communication, and leadership capabilities. If you thrive in a collaborative setting, take ownership of processes, and are proactive in ensuring efficiency and precision, we would be thrilled to connect with you.
Administrative & Office Support
- Deliver extensive administrative support and act as a mentor to one or more managers within the office or business unit.
- Oversee the preparation, proofreading, and formatting of correspondence, forms, spreadsheets, and documents with great attention to detail.
- Coordinate complex calendar management, meeting scheduling, and travel arrangements for multiple stakeholders.
- Manage office supply inventory and vendor relationships to enhance efficiency and cost-effectiveness.
- Establish and maintain organized project file systems on shared servers, ensuring accessibility and compliance.
- Facilitate project meetings, prepare detailed minutes, format documentation, and ensure distribution to relevant stakeholders and clients.
- Develop and format project reports and documentation, ensuring adherence to organizational standards.
Project & Financial Support
- Initiate project setup activities and assist in financial task development with increased autonomy.
- Independently manage estimate at completion (EAC) updates and change order documentation.
- Conduct comprehensive project invoice reviews and ensure accurate task coding across multiple projects.
- Take charge of monthly progress reports and contractor estimates preparation.
- Ensure all project elements align with established procedures and standards, identifying opportunities for process enhancement.
- Support financial reconciliation and budget tracking activities.
Procurement & Compliance
- Lead procurement efforts for project-related materials and strategically manage vendor relationships.
- Drive the development and execution of project documentation and compliance requirements.
- Maintain and update vendor and client information in relevant systems timely and accurately.
- Conduct qualification reviews for frequently utilized vendors and subcontractors, providing recommendations.
- Collaborate with legal and compliance teams on contract-related issues and risk mitigation.
- Independently manage risk assessment documentation and approval processes.

