Administrative Assistant - Military veterans preferred

2019-10-11
AECOM (www.aecom.com)
Other

/yr

  full-time   employee


Winnipeg
Canada

Canada - Manitoba, Winnipeg

Job Summary

AECOM is actively seeking an Administrative Assistant for immediate employment for the Winnipeg, Manitoba office. AECOM is proud to provide our employees with exciting, challenging projects.

The responsibilities of this position include, but are not limited to, those listed below:

  • Provides administrative support to one or more managers within a group, office or business unit;

  • Provide general administrative support including answering/placing telephone calls;

  • Provide administrative and clerical support including preparation and/or proofing of correspondence, specifications, reports, spreadsheets, forms, and slide presentations;

  • Schedule meetings, prepare meeting minutes and other correspondence for the Project team;

  • Maintain appointments, schedules and department vacation planner.

  • Make travel arrangements;

  • Receive, distribute and file all incoming and outgoing documentation;

  • Prepare, coordinate and maintain active files and the final project archive files in accordance with AECOM and project procedures;

  • Works with reception for booking of meeting rooms, ordering of food for client meetings, lunch and learns.

  • Coding of AP Invoices for Building + Places PM’s.

  • Assisting senior staff with entering of expense claims and timecards in a timely manner as well as follow up as required.

  • Timekeeper for Building + Places and alternate timekeeper for Environment as needed.

  • Assist in processing incoming and outgoing Requests for Information (RFIs), Submittals, Pay Requests, Safety Concerns, Non-Compliance Notices, and other documentation;

  • Relies on experience and judgment to plan and accomplish goals;

  • Uses Word, Excel, PowerPoint, Outlook, and other programs to accomplish work;

  • Works under direct supervision.

  • Work with other administrative assistants and colleagues to provide back up and support for department and company events.

  • Provide back up support due to work overflow from other departments as needed.

  • Additional tasks as required.

Minimum Requirements:

  • High School Diploma or equivalent;

  • 2+ years of administration experience;

  • Proficient in Microsoft Office, including Excel, Word, Access, and PowerPoint;

  • Must be detail oriented, thorough, well organized and able to effectively manage time;

  • Ability to multi-task in a high-energy environment and be able to prioritize multiple tasks;

  • Must be flexible and able to work in a very fast paced work environment and at times under the pressure of meeting critical deadlines;

  • Excellent verbal and written communication skills;

  • Must have a valid driver's license.

  • Team player

Preferred Qualifications:

  • Experience in delivering Contract Administration services in an Engineering or Construction Management environment

  • Experience with project management software systems;

  • Experience in an engineering or construction management firm to understand the terminology used on a daily basis;

  • Experience in document control and filing systems, meeting minutes, RFI/Submittal and other Project logs and management;

  • Video Conferencing and/or Telepresence Experience;

  • Microsoft Project and SharePoint experience.

Minimum Requirements

  • High School Diploma and 2+ years of relevant experience, meaning administrative, or equivalent.

  • Proficient in Microsoft Office, including Excel, Word, Access, and PowerPoint;

  • Must be detail oriented, thorough, well organized and able to effectively manage time;

  • Ability to multi-task in a high-energy environment and be able to prioritize multiple tasks;

  • Must be flexible and able to work in a very fast paced work environment and at times under the pressure of meeting critical deadlines;

  • Excellent verbal and written communication skills;

  • Must have a valid driver's license.

  • Team player

Preferred Qualifications

  • Experience in delivering Contract Administration services in an Engineering or Construction Management environment

  • Experience with project management software systems;

  • Experience in an engineering or construction management firm to understand the terminology used on a daily basis;

  • Experience in document control and filing systems, meeting minutes, RFI/Submittal and other Project logs and management;

  • Video Conferencing and/or Telepresence Experience;

  • Microsoft Project and SharePoint experience.

What We Offer

When you join AECOM, you become part of a company that is

pioneering the future . Our teams around the world are involved in some of the most cutting-edge and innovative projects and programs of our time, addressing the big challenges of today and shaping the built environment for generations to come. We ensure a workplace that encourages growth, flexibility and creativity, as well as a company culture that champions

inclusion, diversity and overall

employee well-being through programs supported by company leadership. Our

core values define who we are, how we act and what we aspire to, which comes down to not only

delivering a better world , but working to “make amazing happen” in each neighborhood, community and city we touch. As an Equal Opportunity Employer, we believe in each person’s potential, and we’ll help you reach yours.

Job Category Administrative Support / Secretarial

Business Line Buildings & Places

Business Group Design and Consulting Services Group (DCS)

Country Canada

Position Status Full-Time

Requisition/Vacancy No. 226768BR

Clearance Required No

Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status.