Administrative Assistant

• Primary
  
  Location:
  
  CA - Winnipeg, MB - 99 Commerce Dr
• Compensation: CAD 45,000 - CAD 59,000 - yearly

Work with Us. Change the World.

At AECOM, we're delivering a better world. Whether improving your commute, keeping the lights on, providing access to clean water, or transforming skylines, our work helps people and communities thrive. We are the world's trusted infrastructure consulting firm, partnering with clients to solve the world’s most complex challenges and build legacies for future generations.

There has never been a better time to be h 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 Winnipeg is seeking an Administrative Assistant to support project managers and operational teams within the office.

Responsibilities include, but are not limited to:

Administrative & Office Support

• Provide administrative support to one or more managers within a group, office, or business unit
• Prepare and proof correspondence, forms, spreadsheets, and documents
• Schedule meetings and make travel arrangements
• Maintain inventory of office supplies
• Set up new project files on the server
• Participate in project meetings; take minutes, format, distribute to attendees/clients, and file appropriately
• Write and format project reports (functional, preliminary, detailed, etc.)
• Develop Project Financial Tasks for APIC setup based on proposal WBS
• Assist Project Managers with EAC updates and Change Orders
• Review project invoices and assist with coding to tasks
• Assist with developing and preparing monthly contractor progress estimates
• Ensure all components of the project are developed in accordance with PDS Tasks and Procedures

Procurement & Compliance

• Assist PM with procurement of project-related materials
• Initiate development of Safety Plans for new projects
• Ensure clients and suppliers are current in Coupa
• Complete annual qualification reviews for regularly utilized subcontractors
• Submit requests to Legal for client contract reviews related to RFPs
• Complete Risk Assessment forms for Salesforce, RFPs, and Go/No Go decisions
• Coordinate and assist with Go/No Go approvals; enter and update opportunity data
• Provide marketing assistance for proposals (all aspects)
• Help with marketing graphics for proposals
• Assist with developing tender documents
• Download and distribute opportunities from MERX portal
• Upload/download MERX documentation and ensure subcontractor registration in Coupa
• Prepare and coordinate TQRR documentation for review and signature

General

• Use Word, Excel, PowerPoint, Outlook, and other programs to accomplish work
• Apply standard concepts, practices, and procedures within the field
• Rely on experience and judgment to plan and accomplish goals

• High School Diploma + 2 years of relevant experience
  OR

Preferred Qualifications:

• Experience supporting engineering, transportation, or infrastructure projects
• Familiarity with project financial processes (WBS, APIC setup, EAC updates, invoice coding)
• Experience working with procurement systems such as Coupa
• Experience with MERX portal and tender documentation processes
• Experience supporting proposal development and Go/No Go processes
• Strong document formatting and report preparation skills
• Experience taking and distributing formal meeting minutes
• Experience in a consulting or A/E/C (Architecture, Engineering, Construction) environment is considered an asset

Sponsorship for Canadian employment authorization is not available for this position

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,…