Administrator

Role Summary

The role shall primarily focus on day-to-day administrative support to the activities of the Road Projects Department (RPD) and to support the Strategic Objectives and SMART Action.

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.
• 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:
• Assigned Functional/Area Section Head/Director
• Assigned Functional/Area team members
• Head of Administrative function
• Other administrative colleagues
• Document Controllers
• General Services Department
• IT Department
• Others as assigned
• Tea boys Cleaning staff Maintenance Staff Security Nurse

Qualifications :

• High school diploma or equivalent required; Associates degree in Business Administration or related field preferred
• 1-3 years of administrative experience in a professional office environment
• Proficiency in Microsoft Office Suite (Word Excel PowerPoint)
• Strong organizational skills with the ability to multitask and prioritize effectively
• Excellent written and verbal communication skills
• Detail-oriented with a high level of accuracy in work
• Ability to maintain confidentiality and handle sensitive information professionally
• Strong customer service skills and a positive proactive attitude
• Basic bookkeeping knowledge
• Ability to work independently and as part of a team
• Familiarity with office equipment and technologies

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 . 

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 youll 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 youve always envisioned. Here youll 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. 

Remote Work :

No

Employment Type :

Full-time