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Senior Admin Assistant

2 weeks ago

Riyadh, Saudi Arabia AECOM Full time

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 nearly 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**:
The Senior Admin Assistant will provide administrative support to one or more managers within a project, office, or business unit including some of or all the following:
+ Assist in general project administrative tasks.

+ Provides administrative support to project leadership by scheduling meetings, taking notes, and updating databases.

+ Creates and maintains reports, spreadsheets, and other necessary documents in response to and in anticipation of the project’s needs.

+ Responsible for controlling the numbering, filing, sorting, and retrieval of all electronically stored or hard copies of Project Administrative Documentation.

+ Prepares, reviews, submits, and tracks expense reports for reimbursements.

+ SharePoint database administration.

+ Organize and manage Team-shared files.

+ Attends meetings and takes minutes of meetings.

+ Keep record of the project staff time sheets, maintain the staff leave schedule, and occasionally coordinate the staff travel itinerary for official visits.

+ Submits and maintains the PAF register, staffing plan, and project organizational structure, and keeps & updates the project staff record, accordingly.

+ Coordinates with the corporate HR & GR Depts as and when required in the project's overall interest.

+ Assist in the development and update of project administrative procedures.

+ Ensures that the project team’s administrative needs are met, in terms of office & IT supplies, stationery, office & IT equipment maintenance, etc., coordinates with the vendors, suppliers, and corporate core team in this connection.

+ Provides logistics support to the project, prepares purchase orders, vendor invoices, etc., and ensures that the vehicles deployed on the project are always available in running condition, moreover, all other prerequisites such as but not limited to fueling, technical maintenance, rent, etc. are taken care of, coordinates with the vendors and corporate procurement & logistics Depts as regards, to make things work.

+ Organize events on projects as and when required, coordinate with vendors and corporate procurement & logistics Depts to make things happen.

+ Prints, copies, and scans documents, as and when required, to support the project leadership.

+ Perform other related projects and duties as assigned.

**Qualifications**:
+ Bachelor’s degree

+ 15+ experience in managing EPC projects in a fast-paced environment, PMC experience is desirable.

+ Strong experience working in Microsoft Office 365 SharePoint, Word, Excel, Outlook, and PowerPoint required.

+ Highly motivated with the ability to function well in a fast-paced environment.

+ Excellent interpersonal, organizational, and communication skills.

+ Strong attention to detail with an ability to deliver accurate documentation and task completion.

+ Hands-on in managing multiple tasks and changing demands, details, and deadlines.

+ Working knowledge of company organizational structures, terminology, policies, and procedures.

Additional Information

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

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 culture of equity, diversity and inclusion - 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 compensati