PDS Administrator

Job Description

AECOM is seeking PDS Administrator 3 for one of our offices in Sacramento, CA. This role will provide comprehensive administrative, operational, and facilities support for the Contracts Office. This role serves as a flexible, shared-services resource supporting offices without dedicated administrative staff, leading complex administrative processes, coordinating facilities needs, ensuring continuity of operations, and maintaining compliance with established procedures.

• Provide administrative and program support primarily within the Contracts Office while supporting other functional units as needed
• Serve as a floating/shared administrative resource for offices lacking dedicated administrative staff
• Prepare, proofread, and format correspondence, reports, presentations, spreadsheets, and other documentation
• Manage calendars, schedule meetings, coordinate interviews, and prioritize action items for leadership
• Coordinate conferences, webcasts, trainings, and special events, including meeting room reservations, facilities coordination, A/V setup, catering, materials preparation, and logistics; attend meetings and take notes as needed
• Support onboarding and offboarding processes, including system access, facilities coordination, projected and actual start dates, and tracking activities
• Maintain well-organized digital and hard-copy files; ensure document quality control and compliance with prescribed formats and document control standards
• Lead complex and diverse administrative assignments from conception through completion with minimal supervision
• Collaborate with other administrative staff to support growing program needs and ensure workload coverage
• Assist with change management tracking and administrative process improvements
• Coordinate and process travel activities, including Travel Request Forms, compiling travel details, booking coordination, revisions, and Travel Expense Claims (iExpense)
• Support office supply requests and inventory using Coupa, ensuring accurate tracking and timely fulfillment.
• Track and manage personnel-related administrative processes, including:
• PRF (Position Request Form) tracking through all approval steps
• Requisition Forms for open positions
• Candidate interview scheduling
• Support leads by meeting regularly to review project status, plan key events, upcoming travel, and prioritize open action items
• Interact and communicate effectively with all organizational levels, including CHSRA staff, management, contractors, vendors, and external partners
• Anticipate business and operational needs; proactively troubleshoot issues and take initiative to resolve administrative challenges
• Utilize Microsoft Word, Excel, PowerPoint, Outlook, Teams, Visio, Project Wise, SharePoint, Adobe Creative Cloud, and other enterprise systems to accomplish work
• Support with facility related duties including but not limited to; badging access, mail sorting, vendor coordination, and Fedex shipping
• Assist and support with project asset management
• Assist and support with office/project events as needed

• BA/BS + 4 years of related experience or demonstrated equivalency of experience and/or education

• Ten (10) years of progressively responsible administrative or program support experience
• Strong proficiency with Microsoft Office Suite (Outlook, Teams, Word, Excel, PowerPoint)
• Ability to manage multiple priorities, deadlines, and changing demands in a fast-paced environment
• Strong attention to detail and ability to work in a time-conscious and efficient manner
• Effective verbal and written communication skills with diverse audiences, including management, coworkers, contractors, and external partners
• Job-related technical knowledge necessary to complete assigned duties
• Experience supporting public-sector or large infrastructure programs
• Demonstrated experience composing and preparing professional correspondence, reports, and presentations
• Knowledge of Project Wise and SharePoint document control systems
• Proficiency with Adobe Creative Cloud (Photoshop, Illustrator)
• Experience supporting facilities coordination, space planning, or office logistics
• Demonstrated ability to…