Administrative Assistant - AECOM

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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.

AECOM is seeking an organized and experienced Administrative Assistant to join a construction management team at the Ellison Onizuka Kona International Airport in Keahole, Hawaii. This role will be on-site and in an office at our client's project site.

This position is expected to begin in December 2024.

The responsibilities in this role include, but are not limited to:

• Providing administrative support to the construction management team, such as: preparing or proof correspondence, forms, spreadsheets, or documents, scheduling meetings, making travel arrangements, and/or maintaining inventory of office supplies and personal protective equipment.
• Attending project meetings, both internal and with clients, and documenting decisions and actions needed along with responsibilities, for distribution to the team.
• Working independently and relying on experience and judgment to plan and accomplish goals.
• Communicating with team members and counterparts within the construction contractor organization.
• Using Microsoft Office suite of business software, such as MSWord™, MSExcel™, MSOutlook™, and project management document control programs to organize and track project issues and documentation.
• Producing and distributing correspondence memos and letters.
• Prepared contractor's pay applications, including certified payroll tracking and reporting as required by the State of Hawaii and federal agencies.
• Assisting in the preparation of regularly scheduled reports.
• Developing and maintaining filing systems.

Minimum Requirements:

• High School Diploma + none or demonstrated experience and/or education equivalency.
• Due to the nature of this work, US citizenship is required.

Preferred Qualifications:

• 5 years of administrative experience in the civil construction industry that includes organizing and scheduling appointments and meetings and drafting reports and correspondence.
• Familiar with construction management software such as Autodesk Construction Cloud™ or any Oracle™ based systems such as Primavera™.
• Demonstrated experience with Microsoft Office™ suite of business software.
• Demonstrate experience with *.pdf file format editing.
• Familiar with standard concepts, practices, and procedures in Civil Construction.
• Complies with the requirements to obtain and maintain an Airport Security Badge, including U.S. Federal background and criminal investigation checks.
• Experience working in the field or at a project site.
• Excellent written and verbal communication skills.
• Excellent organizational skills.

• Relocation assistance is not available for this position.
• Sponsorship for US employment authorization is not available now or in the future for this position.
• The construction work for this project is during the night.  Although an Administrative Assistant will not be required to work at night, some flexibility in the work schedule will be needed so that there is some overlap (ex. early in the morning) with the construction management staff to coordinate administrative tasks noted previously.

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, well-being resources, employee assistance program, business travel insurance, service recognition awards, retirement savings plan, and employee stock purchase plan.

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 $14.4 billion in fiscal year 2023. 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.

All your information will be kept confidential according to EEO guidelines.