Assistant Office Manager at Aecom USA

London, England, United Kingdom -

Full Time

Start Date

Immediate

Expiry Date

09 Sep, 26

Salary

0.0

Posted On

11 Jun, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Office Management, Facilities Coordination, Stakeholder Management, Microsoft Word, Microsoft Excel, Microsoft Outlook, Vendor Management, Health and Safety, Event Planning, Administrative Support, Communication Skills, Organizational Skills

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 As Assistant Office Manager, you are responsible for maintaining an efficient and pleasant work environment, ensuring high levels of organisational effectiveness, good communication, and safety. Your role will often extend to the physical office environment, and to the systems that support the office. You will ensure that all aspects of the office are fit for purpose and that all desks, work areas, collaborative spaces and common areas are able to be used in such a way to support hybrid working. You will present an excellent impression of the company’s friendliness, professionalism, and high standards. You will be passionate about providing an extraordinary service and you will be able to work in a fast-paced environment. You will also liaise with the core office teams and assist them where necessary, thus building collaboration across the office. These groups include the Green Team, the Social Value and STEM Ambassador(s), the Sports and Social club and Amplify Representative. Responsibilities Concierge and Contract Caterers Liaise with the onsite catering and concierge teams, acting as point of contact for Smartway and event queries. Meeting Rooms and Event Space Ensure video conferencing equipment installed in meeting rooms, and event space is always operational. Carry out weekly checks of non-client facing meeting rooms and collaboration areas to ensure correct set up ready for employee use. This includes checking the battery operated kit is functional and cables are in good order. Assist with room layouts as requested. Office Management Clean, restock and maintain drinks machines, where applicable. Carry out monthly checks of workstations to ensure correct set up – all furniture and IT kit should be present and functional, sit/stand desks are operational, cable management is in order, including office signage Carry out checks of all office signage (including desk stickers) and posters. Remove and replace outdated or damaged posters/signage with updated information. Maintain an organised work area including external/internal storage areas/basement. Report technical faults or maintenance issues using the correct reporting process. Authorised contractors should have access to the building. Unexpected visitors should be referred to the Office Manager. Purchasing office supplies using correct buying channels, once in receipt approve invoices as required. Restock printers and plotters and engage with maintenance contractors where necessary. Ensure recycling and waste management is clearly labelled and maintained. Systems Maintain office records where required. Where lockers are provided, manage locker system, and maintain key database. Include quarterly review including condition and utilisation. Smartway Booking Tool, pillar of knowledge and act as first line of support to assist users on a daily basis. Travel, purchasing & AV, provide guidance to users where possible. Inductions / Departures Check the weekly starter, leaver & transferee Sharepoint site for the office. Where necessary arrange new starter induction using the Information Pack provided. Arrange access to the building, including staff ID badge or fob. Support collection of leavers’ laptopsand mobile phones. Receive any keys where applicable and store securely. Arrange collection of ID badge and destroy securely and remove from access control system. Safety (training provided where required) FAW & Fire Marshal: desirable. Training will be provided. Food hygiene level 1: desirable. Training will be provided. Allergen Awareness: desirable. Training will be provided. IOSH Working Safely: desirable. Training will be provided. Daily visual checks of the office. Report any adverse findings and ensure issues are addressed or made safe in an appropriate timescale. Assist the Office Manager/LSO in responding to SMAs (Safety Observations). Ensure they are closed out within the required timescales. Be familiar with the office SHE Plan. General Duties Work with the Office Management Team to ensure the office facilities are available during the locally agreed office opening hours. Assist the Office Manager in monitoring and responding to emails sent to the office mailbox. Act as point of contact for local cleaners, highlighting any areas of concern to the OM. Assist with preparation for large meetings for special events. Ensure all Company, client and visitor information remains confidential. Support the Office Manager with any administrative tasks. Training First Aid at Work qualification or equivalent. Level 1 Food Hygiene certificate AECOM Fire Marshal training AECOM Lone worker training AECOM Manual handling training IOSH Working Safely Qualifications Ability to work under general supervision and manage changing priorities as and when they arise. Strong interpersonal, verbal, and written communication skills with good organisational and negotiation skills. Ability to work independently and as part of a team. Proficient in use of Microsoft Word, Excel, Outlook, and other online tools. Good customer and stakeholder service ethic and attention to detail. Additional Information At AECOM, we are committed to maintaining a secure and trustworthy recruitment process and take any fraudulent hiring activity seriously. To support this commitment, all newly hired employees are required to attend an in-person Day 1 onboarding at an AECOM office location as a condition of employment. About AECOM AECOM is the world’s trusted infrastructure consulting firm, delivering professional services throughout the project lifecycle – 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 $16.1 billion in fiscal year 2025. See how we are delivering sustainable legacies for generations to come at aecom.com and @AECOM. Freedom to Grow in a World of Opportunity You will have the flexibility you need to do your best work with hybrid work options. Whether you’re working from an AECOM office, remote location or at a client site, you will be working in a dynamic environment where your integrity, entrepreneurial spirit and pioneering mindset are championed. You will help us foster a safe and respectful workplace, where we invite everyone to bring their whole selves to work using their unique talents, backgrounds and expertise to create transformational outcomes for our clients. AECOM provides a wide array of compensation, benefits and well-being programs to meet the diverse needs of our employees and their families. We’re the world’s trusted global infrastructure firm, and we’re in this together – your growth and success are ours too. Join us, and you’ll get all the benefits of being a part of a global, publicly traded firm – access to industry-leading technology and thinking and transformational work with big impact and work flexibility. As an Equal Opportunity Employer, we believe in each person’s potential, and we’ll help you reach yours. We are a Disability Confident Employer and will offer an interview to applicants who have a disability or long-term condition, who meet the minimum/essential criteria for the role. Please let us know using this email address [email protected] if you would like to apply through the Disability Confident Interview Scheme. All your information will be kept confidential according to EEO guidelines. State/Province: London, City of Business Group: DCS Legal Entity: AECOM Limited Business Line: Geography OH Work Location Model: On-Site Operating Group: International Primary Location: UK - London - Aldgate Tower

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Responsibilities

Maintain an efficient work environment by managing office facilities, meeting rooms, and concierge services. Coordinate employee inductions, departures, and ensure adherence to safety and health protocols.