Administrative Assistant III

AECOM; Philippines; Hybrid; PHP 279,000 - 424,000; Full time

Benefits offered by this job

In-person Day 1 onboarding

Job summary

AECOM is seeking an Administrative Assistant II to provide intermediate administrative support, manage expenses, coordinate vendors, and assist with IT-related tasks. The role involves document control, multi-system support, and stakeholder reporting, with a preference for candidates who can work night shifts and three days on-site weekly.

You will interact with multiple departments, support meeting logistics, and contribute to internal communications while maintaining accuracy and timeliness in

Qualifications

• Bachelor’s Degree or at least 3 or more of relevant years of administration job experience.
• Strong experience working in Microsoft Word, Excel, Outlook, and PowerPoint.
• Highly motivated with ability to function well in a fast-paced environment.
• Excellent interpersonal, organizational and communication skills.
• Strong attention to detail with an ability to deliver accurate documentation and task completion.
• Experience managing multiple and changing demands, details, and deadlines.
• Basic understanding of Administrative and Vendor Support functions.
• Working knowledge of company organizational structures, terminology, and policies and procedures; experience with and/or working knowledge of functions, terminology, and policies and procedures applicable to assigned department.
• Experience with project coordination and budget tracking.
• Must be amenable to work fixed night shifts and 3 days onsite per week

Responsibilities

• Expense Management & A/P Coordination: Prepare and process stakeholder expense reports using credit card data, scanned receipts, and travel documentation.
• Document Control & Version Management: Create, review, and update shared files and repositories in SharePoint and Teams.
• System & Administrative Support Tools (Intermediate Level): Operate Oracle, ServiceNow, Salesforce, and AECOM University; submit IT Helpdesk tickets.
• Stakeholder-Focused Report Generation: Create recurring reports in Excel with templates, charts, and visuals.
• Vendor Relationship & Transaction Support: Coordinate with Procurement, Finance, and external vendors on invoices and payments.
• Shared Mailbox & Correspondence Management: Manage inboxes, categorize and respond to basic requests.
• ServiceNow & Procurement Support: Submit IT tickets, assist with PO creation in Coupa, track orders.
• Meeting Logistics & Administrative Coordination: Plan internal meetings, reserve rooms, coordinate Teams Live.
• Research, Profiling & Internal Reporting: Gather vendor data and compile summaries for stakeholders.
• Visual Support & Internal Communication Assistance: Create announcements and basic visuals.
• Short-Term Special Projects Support: Assist in non-EA focused administrative projects.

Skills

Interpersonal skills

Organizational skills

Communication skills

Attention to detail

Vendor coordination

Education

Bachelor’s Degree or 3+ years of administration experience

Tools

Oracle

ServiceNow

Salesforce

AECOM University

Job description

• Legal Entity: AECOM Global Business Services - Philippines ROHQ
• Business Line: Geography OH
• Work Location Model: Hybrid
• Operating Group: Group Support

Company Description

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 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.

Job Description

Job Brief

Administrative Assistant II provides intermediate administrative support and is expected to handle multi-system tasks independently. This role requires good judgment, prioritization, and stakeholder interaction, with a focus on document management, vendor coordination, and IT-related support.

• Expense Management & A/P Coordination
  Prepare and process stakeholder expense reports using credit card data, scanned receipts, and travel documentation. Track approvals and resolve payment issues by coordinating directly with Accounts Payable (A/P). Support multiple stakeholders and assist with bulk submissions or escalations as needed.
• Document Control & Version Management
  Create, review, and update shared files and repositories in SharePoint and Teams. Ensure accurate folder structure, naming conventions, and document accessibility. Collaborate with stakeholders for proper document tracking, compliance readiness, and periodic audits of controlled files.
• System & Administrative Support Tools (Intermediate Level)
  Operate multiple systems independently including Oracle, ServiceNow, Salesforce, and AECOM University. Submit IT Helpdesk tickets, request hardware/software services, and monitor system access requests. Track ticket progress and follow up directly with IT or Helpdesk support teams on unresolved items.
• Stakeholder-Focused Report Generation
  Create recurring reports such as project trackers, operational dashboards, or expense summaries in Excel or other platforms. Use templates, charts, and visuals to present information clearly and accurately. Assist in creating or updating organizational charts using Visio.
• Vendor Relationship & Transaction Support
  Coordinate with Procurement, Finance, and external vendors on tasks such as invoice status, wire transfer follow-ups, and check requests. Raise and monitor Employee Center cases for vendor-related issues. Track COI (Certificate of Insurance) requests and renewal dates where applicable.
• Shared Mailbox & Correspondence Management
  Manage shared mailboxes with minimal supervision. Apply categorization rules, redirect inquiries to appropriate team members, and respond to basic requests. Maintain inbox hygiene and ensure no urgent messages are missed.
• ServiceNow & Procurement Support
  Submit and follow up on IT Helpdesk tickets, software access requests, or hardware orders. Support purchase order (PO) creation in Coupa, track order status, and liaise with Procurement for document follow-up or vendor clarification.
• Meeting Logistics & Administrative Coordination
  Support planning and execution of internal meetings including setting agendas, sending invites, reserving rooms, and preparing supporting materials. Coordinate virtual meeting logistics such as Teams Live setup, screen-sharing, and note-taking as needed.
• Research, Profiling & Internal Reporting
  Assist in client or process research such as identifying vendor details, gathering client data, or pulling background for compliance or operational use. Compile research findings into basic summaries, spreadsheets, or templates for stakeholder reference.
• Visual Support & Internal Communication Assistance
  Create and format internal announcements, simple newsletters, invites, or visual materials using templates. Support basic video editing or slide preparation for team events, updates, or reporting.
• Short-Term Special Projects Support (Non-EA Focused)
  Assist in coordinating and executing special administrative projects that fall outside of Executive Assistant functions. These may include short-term internal initiatives, department-wide data gathering, audit preparation tasks, or process documentation efforts. Provide reliable admin support across different business functions as needed.

Qualifications

MinimumRequirements:

Bachelor’s Degree or at least 3or more of relevantyears of administration job experience

Strong experience working in Microsoft Word, Excel, Outlook, and PowerPointrequired.

Highly motivated with ability to function well in a fast-paced environment.

Excellent interpersonal, organizational and communication skills.

Strong attention to detail with an ability to deliveraccuratedocumentation and task completion.

Experience managing multiple and changing demands, details, and deadlines.

Basicunderstanding of Administrative and Vendor Support functions

Working knowledge of company organizational structures, terminology, and policies and procedures; experience with and/or working knowledge of functions, terminology, and policies and procedures applicable to assigned department.

Experience with project coordination and budget tracking.

Must be amenable to work fixed night shifts and 3 days onsite per week

Attributes:

Ability to effectively communicate and collaborate within a specific group of internal and external customers. (Communication)

Ability tomaintaingood customer relationship with the ability to proactively support customer needs and requirements. (Customer Service)

Ability to be thorough and meticulous in completing multiple assigned tasks within deadline and inidentifyingerrors, duplicates, and discrepancies through defined methods. (Attention to Detail)

Ability toidentify, assess, and resolve simple to moderate issues by following defined policies and procedures. (Problem Solving)

Additional Information

At AECOM, we are committed to maintaining a secure and trustworthy recruitment process and take any fraudulent hiring activity seriously. To support this commitment, all newly hired employees are required to attend an in-person Day 1 onboarding at an AECOM office location as a condition of employment.

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, flexible work options,well-being resources, employee assistance program, business travel insurance, and service recognition awards.

AECOM is the global infrastructure leader, committed to delivering a better world. As a trusted professional services firm powered by deep technical abilities, we solve our clients’ complex challenges in water, environment, energy, transportation and buildings. Our teams partner with public- and private-sector clients to create innovative, sustainable and resilient solutions throughout the project lifecycle – from advisory, planning, design and engineering to program and construction management. AECOM is a Fortune 500 firm that had revenue of $16.1 billion in fiscal year 2025. Learn more at aecom.com.

What makes AECOM a great place to work

You will be part of a global team that champions your growth and career ambitions. Work on groundbreaking projects - both in your local community and on a global scale - that are transforming our industry and shaping the future. With cutting-edge technology and a network of experts, you’ll have the resources to make a real impact. Our award-winning training and development programs are designed to expand your technical expertise and leadership skills, helping you build the career you’ve always envisioned. Here, you’ll find a welcoming workplace built on respect, collaboration and community—where you have the freedom to grow in a world of opportunity.

As an Equal Opportunity Employer, we believe in your potential and are here to help you achieve it. All your information will be kept confidential according to EEO guidelines.