Administrative Assistant II

Job Description

Job Brief

Administrative Assistant II provides intermediate administrative support and is expected to handle multi-system tasks independently. This role requires good judgment, prioritization, and stakeholder interaction, with a focus on document management, vendor coordination, and IT-related support.

 

Roles & Responsibilities

·       Expense Management & A/P Coordination
Prepare and process stakeholder expense reports using credit card data, scanned receipts, and travel documentation. Track approvals and resolve payment issues by coordinating directly with Accounts Payable (A/P). Support multiple stakeholders and assist with bulk submissions or escalations as needed.

 

 

 

·       Document Control & Version Management
Create, review, and update shared files and repositories in SharePoint and Teams. Ensure accurate folder structure, naming conventions, and document accessibility. Collaborate with stakeholders for proper document tracking, compliance readiness, and periodic audits of controlled files.

 

·       System & Administrative Support Tools (Intermediate Level)
Operate multiple systems independently including Oracle, ServiceNow, Salesforce, and AECOM University. Submit IT Helpdesk tickets, request hardware/software services, and monitor system access requests. Track ticket progress and follow up directly with IT or Helpdesk support teams on unresolved items.

 

·       Stakeholder-Focused Report Generation
Create recurring reports such as project trackers, operational dashboards, or expense summaries in Excel or other platforms. Use templates, charts, and visuals to present information clearly and accurately. Assist in creating or updating organizational charts using Visio.

 

·       Vendor Relationship & Transaction Support
Coordinate with Procurement, Finance, and external vendors on tasks such as invoice status, wire transfer follow-ups, and check requests. Raise and monitor Employee Center cases for vendor-related issues. Track COI (Certificate of Insurance) requests and renewal dates where applicable.

 

·       Shared Mailbox & Correspondence Management
Manage shared mailboxes with minimal supervision. Apply categorization rules, redirect inquiries to appropriate team members, and respond to basic requests. Maintain inbox hygiene and ensure no urgent messages are missed.

 

·       ServiceNow & Procurement Support
Submit and follow up on IT Helpdesk tickets, software access requests, or hardware orders. Support purchase order (PO) creation in Coupa, track order status, and liaise with Procurement for document follow-up or vendor clarification.

 

·       Meeting Logistics & Administrative Coordination
Support planning and execution of internal meetings including setting agendas, sending invites, reserving rooms, and preparing supporting materials. Coordinate virtual meeting logistics such as Teams Live setup, screen-sharing, and note-taking as needed.

 

·       Research, Profiling & Internal Reporting
Assist in client or process research such as identifying vendor details, gathering client data, or pulling background for compliance or operational use. Compile research findings into basic summaries, spreadsheets, or templates for stakeholder reference.

·       Visual Support & Internal Communication Assistance
Create and format internal announcements, simple newsletters, invites, or visual materials using templates. Support basic video editing or slide preparation for team events, updates, or reporting.

·       Short-Term Special Projects Support (Non-EA Focused)
Assist in coordinating and executing special administrative projects that fall outside of Executive Assistant functions. These may include short-term internal initiatives, department-wide data gathering, audit preparation tasks, or process documentation efforts. Provide reliable admin support across different business functions as needed.

 

Qualifications

Minimum Requirements:  

• Bachelor’s Degree or at least 2 or more of relevant years of administration job experience 

• Strong experience working in Microsoft Word, Excel, Outlook, and PowerPoint required. 

• Highly motivated with 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. 

• Experience managing multiple and changing demands, details, and deadlines. 

• Basic understanding of Administrative and Vendor Support functions  

• Working knowledge of company organizational structures, terminology, and policies and procedures; experience with and/or working knowledge of functions, terminology, and policies and procedures applicable to assigned department. 

• Experience with project coordination and budget tracking. 

• Must be amenable to work fixed night shifts and 3 days onsite per week

 

Attributes:  

• Ability to effectively communicate and collaborate within a specific group of internal and external customers. (Communication) 

• Ability to maintain good customer relationship with the ability to proactively support customer needs and requirements. (Customer Service) 

• Ability to be thorough and meticulous in completing multiple assigned tasks within deadline and in identifying errors, duplicates, and discrepancies through defined methods. (Attention to Detail) 

• Ability to identify, assess, and resolve simple to moderate issues by following defined policies and procedures. (Problem Solving) 

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 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, and service recognition awards.

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 2025. 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.