Administrative Assistant III

AECOM Global Business Services - Philippines ROHQ; Taguig; Hybrid; PHP 335,000 - 502,000; Full time

Job summary

AECOM Global Business Services - Philippines ROHQ is seeking an Administration Assistant to support finance, procurement, and HR teams in a hybrid Manila setting. You will help manage expenses, onboarding, and reporting while coordinating across departments.

You will use Oracle, Coupa, ServiceNow, Salesforce, SharePoint and Teams to ensure accurate workflows and timely deliverables. Strong organizational skills and attention to detail are essential.

Qualifications

• Bachelor’s Degree or at least 3 years of relevant experience in a fast-paced complex environment.

Responsibilities

• Manage expense submissions for multiple stakeholders, including complex travel-related reimbursements, split expenses, and exception handling.
• Oversee the administrative side of vendor onboarding and transaction tracking.
• Prepare operational reports, tracker summaries, and internal dashboards based on stakeholder needs.
• Utilize multiple systems including Oracle, Coupa, ServiceNow, Salesforce, and internal trackers to complete administrative workflows.
• Manage controlled files, templates, forms, and logs across SharePoint, Teams, and internal drives.
• Design simple visual templates for newsletters, team updates, or internal event banners.
• Act as a key support person across functional requests including compliance submissions, training tracking, equipment requests, internal survey preparation, and ad hoc stakeholder deliverables.
• Serve as the first point of resolution for technical or transactional issues submitted through ServiceNow or the Employee Center.

Skills

Microsoft Word

Microsoft Excel

Outlook

PowerPoint

Communication skills

Organizational skills

Attention to detail

Time management

Multitasking

People leadership

Education

Bachelor's Degree

Tools

Oracle

Coupa

ServiceNow

Salesforce

SharePoint

Teams

Job description

Job Description

Job Requirements:

Region: EMEA

Shift: 3PM to 12AM / 4PM to 1AM

Work set-up: Hybrid (three times in the office, twice at home)

• Manage expense submissions for multiple stakeholders, including complex travel-related reimbursements, split expenses, and exception handling. Liaise with A/P and Finance to troubleshoot rejected claims or delayed payments, ensuring timely resolution with minimal direction.

• Oversee the administrative side of vendor onboarding and transaction tracking. Monitor POs, invoice statuses, COI renewals, and wire transfers. Escalate issues directly with Procurement or Finance, follow up on delays, and keep stakeholders informed with summary reports or dashboards.

• Prepare operational reports, tracker summaries, and internal dashboards based on stakeholder needs. Maintain and update department-specific data sets, ensuring accuracy and timeliness. Present findings using charts, visuals, or pivot tables where applicable.

• Utilize multiple systems including Oracle, Coupa, ServiceNow, Salesforce, and internal trackers to complete administrative workflows. Coordinate across departments (e.g., IT, Legal, Procurement, HR) to fulfill requests on behalf of stakeholders and ensure seamless process completion.

• Manage controlled files, templates, forms, and logs across SharePoint, Teams, and internal drives. Implement version control practices, naming protocols, and permissions management for sensitive or critical files. Support audit-readiness by ensuring documentation is always up to date.

• Design simple visual templates for newsletters, team updates, or internal event banners. Coordinate messaging across platforms as required.

• Act as a key support person across functional requests including compliance submissions, training tracking, equipment requests, internal survey preparation, and ad hoc stakeholder deliverables. Balance multiple administrative priorities with little oversight.

• Serve as the first point of resolution for technical or transactional issues submitted through ServiceNow or the Employee Center. Submit, monitor, and elevate tickets as required. Maintain tracking sheets to report progress on unresolved issues.

• Provide administrative support for business initiatives, audits, or task forces that fall outside the EA function. Assist with data collection, status tracking, logistics planning, or reporting tied to department-level initiatives or operations projects.

• Recommend and pilot improvements to internal admin workflows, trackers, filing systems, or communication templates. Share learnings and tools with peers, support onboarding of junior admins, and contribute to a culture of continuous process enhancement.

• Assist in general administrative tasks as needed.

Qualifications

• Bachelor’s Degree or at least 3 years of relevant experience in a fast-paced complex environment

• Proven work experience as an Administration Assistant

• Advance proficiency in Microsoft Word, Excel, Outlook, and PowerPoint required.

• 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.

• Excellent time management skills and ability to multi-task and prioritize work.

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

• Prior experience in leading people is a plus.