Team/Region: AMERShift Schedule: 8pm-5am / 9pm-6amWork Set up: Hybrid (3x RTO / 2 WFH) Additional Requirements from the Stakeholder Proactive and adaptable, with the ability to identify process improvements and work in a fast-paced environment. Experience in project coordination, action item tracking, Excel reporting, data and document management, and purchase order (PO) and invoice processing is preferred.  Responsibilities &amp; Duties  <ul><li>Manage expense submissions for multiple stakeholders, including complex travel-related reimbursements, split expenses, and exception handling. Liaise with A/P and Finance to troubleshoot rejected claims or delayed payments, ensuring timely resolution with minimal direction.</li><li>Oversee the administrative side of vendor onboarding and transaction tracking. Monitor POs, invoice statuses, COI renewals, and wire transfers. Escalate issues directly with Procurement or Finance, follow up on delays, and keep stakeholders informed with summary reports or dashboards.</li><li>Prepare operational reports, tracker summaries, and internal dashboards based on stakeholder needs. Maintain and update department-specific data sets, ensuring accuracy and timeliness. Present findings using charts, visuals, or pivot tables where applicable.</li><li>Utilize multiple systems including Oracle, Coupa, ServiceNow, Salesforce, and internal trackers to complete administrative workflows. Coordinate across departments (e.g., IT, Legal, Procurement, HR) to fulfill requests on behalf of stakeholders and ensure seamless process completion.</li><li>Manage controlled files, templates, forms, and logs across SharePoint, Teams, and internal drives. Implement version control practices, naming protocols, and permissions management for sensitive or critical files. Support audit-readiness by ensuring documentation is always up to date.</li><li>Design simple visual templates for newsletters, team updates, or internal event banners. Coordinate messaging across platforms as required.</li><li>Act as a key support person across functional requests including compliance submissions, training tracking, equipment requests, internal survey preparation, and ad hoc stakeholder deliverables. Balance multiple administrative priorities with little oversight.</li><li>Serve as the first point of resolution for technical or transactional issues submitted through ServiceNow or the Employee Center. Submit, monitor, and escalate tickets as required. Maintain tracking sheets to report progress on unresolved issues.</li><li>Provide administrative support for business initiatives, audits, or task forces that fall outside the EA function. Assist with data collection, status tracking, logistics planning, or reporting tied to department-level initiatives or operations projects.</li><li>Recommend and pilot improvements to internal admin workflows, trackers, filing systems, or communication templates. Share learnings and tools with peers, support onboarding of junior admins, and contribute to a culture of continuous process enhancement.</li><li>Assist in general administrative tasks as needed.</li></ul>

AECOM is the world&rsquo;s trusted infrastructure consulting firm, delivering professional services throughout the project lifecycle &ndash; from advisory, planning, design and engineering to program and construction management. On projects spanning transportation, buildings, water, new energy and the environment, our public- and private-sector clients trust us to solve their most complex challenges. Our teams are driven by a common purpose to deliver a better world through our unrivaled technical and digital expertise, a culture of equity, diversity and inclusion, and a commitment to environmental, social and governance priorities. AECOM is a Fortune 500 firm and its Professional Services business had revenue of $14.4 billion in fiscal year 2023. See how we are delivering sustainable legacies for generations to come at aecom.com and @AECOM.

Administrative Assistant III

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AECOM

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