This job has closed.

AECOM · 19 hours ago

PDS Administrator 3

Sacramento, CA

Full-time

Onsite

Mid, Senior Level

$75K/yr - $90K/yr

4+ years exp

AECOM is a global infrastructure consulting firm dedicated to delivering a better world. The PDS Administrator 3 role involves providing comprehensive administrative, operational, and facilities support for the Contracts Office, serving as a flexible resource for various offices while managing complex administrative processes and ensuring compliance with established procedures.

Civil EngineeringConstructionConsultingEnergyGovernmentInformation Technology

No H1B

Responsibilities

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, ProjectWise, 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

Qualification

Microsoft Office SuiteAdministrative supportProjectWiseSharePointAdobe Creative CloudFacilities coordinationCommunication skillsOrganizational skillsAttention to detailTime management