Administration Assistant at Aecom USA

Doha, , Qatar -

Full Time

Start Date

Immediate

Expiry Date

05 May, 26

Salary

0.0

Posted On

04 Feb, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Support, Office Equipment Coordination, Correspondence Preparation, Report Preparation, Travel Coordination, Meeting Arrangements, Calendar Management, Filing Structures Maintenance, Document Control, IT Troubleshooting, Event Coordination, New Joiner Onboarding, Document Formatting, Progress Reporting, Timesheet Coordination, Proofreading

Industry

Civil Engineering

Description

Company Description Work with Us. Change the World. At AECOM, we're delivering a better world. Whether improving your commute, keeping the lights on, providing access to clean water, or transforming skylines, our work helps people and communities thrive. We are the world's trusted infrastructure consulting firm, partnering with clients to solve the world’s most complex challenges and build legacies for future generations. 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. Job Description Role Summary  The role shall primarily focus on day-to-day administrative support for all of the activities of the Road Projects Department (RPD) and to support the Strategic Objectives and ‘SMART’ Action Programme. Responsibilities  Coordinate office equipment, supplies and stationery.  Prepare correspondence, reports, presentation material and project related information.  Update and tracking staff information and leave planners (including leave cover).  Coordinate travel, meeting arrangements and events.  Answering telephone calls.  Receive and distribute project related correspondence to relevant recipients.  Develop and maintain filing structures for incoming and outgoing correspondence.  Daily management of calendars to ensure no conflicts and efficient working.  Ensure all correspondences requiring Section Head/Directors’ sign off are presented in a timely manner.  Convert PDF documents into Adobe Acrobat Readable versions.  Prepare CD Labels and copying files to CD.  Upload new templates / documents to PMDS.  Supports with the Monthly Progress Report (uploading to SharePoint/ Issuing Transmittals / binding documents).  Coordinate with the team to update regular reports.  Coordinate and arrange meetings, conferences, interviews and venues as well as send invites, arrange Access Passes, collect business cards from the guests and prepare contact lists.  Prepare and distribute invitations, agendas and record of minutes.  Manage and book meeting rooms/conference rooms.  Maintain files – hard copy and electronic filing.  Manage PMIS content and update / track staff information for the staff contact list.  Update and maintain the Floor Chart periodically.  Coordinate with the HR/ Recruiting team /Directors and arrange Telephone/Skype/Walk-in/Face to face Interviews.  Coordinate and arrange work stations, stationeries, IT requirements for new joiners.  Review New Joiner Check List and assist new joiners with their company IDs, IT requirements and other work related requirements.  Request and arrange PPE and pool car/drivers for the team upon request.  Assist leavers with the handing over procedures. Page 2 of 2  Coordinate, manage and prepare Visitor/Supplier request permissions for GECs, contractors and suppliers when required.  Coordinate manual timesheets.  Update and maintain the Roll Call list.  Manage the First Aid Box, keep records updated.  Operate office equipment and trouble shoot minor problems on various office machines such as but not limited to, phones, audio visual equipment, copier/printer/scanner machines, shredders, heavy duty punchers, desktop pcs, fax machines, laptops, monitors and laminating machines. Request IT support for any equipment that requires maintenance.  Arrange lunch during Appreciation Lunch and healthy snacks for meeting when required.  Manage Kitchen supply (through Teaboys) and cleanliness (through Cleaning Staff) of the floor and make requisitions monthly or when needed.  Provide leave cover for colleagues as required.  Liaise with PWA General Services for ongoing issues relating to maintenance, office furniture, PWA ID cards, parking access etc.  Assist with planning & coordination of events that promote teamwork and collaboration.  Proofread and edit letters that have typo errors before passing to approvers for signature.  Perform document control duties as required in the assigned Area/Functional Team.  Process Authorisation to Mobilise (ATM) forms.  Other duties as assigned. Relationships  Collaboratively work with the RPD teams and other relevant departments to ensure all required administrative duties are performed effectively and in a timely manner. Interfaces include but are not limited to: o Assigned Functional/Area Section Head/Director o Assigned Functional/Area team members o Head of Administrative function o Other administrative colleagues o Document Controllers o General Services Department o IT Department o Others as assigned o Tea boys, Cleaning staff, Maintenance Staff, Security, Nurse Additional Information About AECOM AECOM is proud to offer comprehensive benefits to meet the diverse needs of our employees. Depending on your employment status, AECOM benefits may include medical, dental, vision, life, AD&D, disability benefits, paid time off, leaves of absences, voluntary benefits, perks, flexible work options, well-being resources, employee assistance program, business travel insurance, service recognition awards, retirement savings plan, and employee stock purchase plan. AECOM is the global infrastructure leader, committed to delivering a better world. As a trusted professional services firm powered by deep technical abilities, we solve our clients’ complex challenges in water, environment, energy, transportation and buildings. Our teams partner with public- and private-sector clients to create innovative, sustainable and resilient solutions throughout the project lifecycle – from advisory, planning, design and engineering to program and construction management. AECOM is a Fortune 500 firm that had revenue of $16.1 billion in fiscal year 2024. Learn more at aecom.com. What makes AECOM a great place to work You will be part of a global team that champions your growth and career ambitions. Work on groundbreaking projects - both in your local community and on a global scale - that are transforming our industry and shaping the future. With cutting-edge technology and a network of experts, you’ll have the resources to make a real impact. Our award-winning training and development programs are designed to expand your technical expertise and leadership skills, helping you build the career you’ve always envisioned. Here, you’ll find a welcoming workplace built on respect, collaboration and community - where you have the freedom to grow in a world of opportunity. As an Equal Opportunity Employer, we believe in your potential and are here to help you achieve it. All your information will be kept confidential according to EEO guidelines. State/Province: Ar Rayyān Business Group: DCS Legal Entity: AECOM Middle East Business Line: Transportation Work Location Model: On-Site Operating Group: International Primary Location: QA - Doha, QA - Jaidah Square

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Responsibilities

The role primarily focuses on providing day-to-day administrative support for the Road Projects Department (RPD) activities and assisting with Strategic Objectives and the 'SMART' Action Programme. Responsibilities include coordinating office supplies, preparing various documents, managing staff information, and handling meeting and travel arrangements.