Administrative Coordinator II — Hybrid & Night Shift

Aecom Philippines, Inc.; Pateros; Hybrid; PHP 201,000 - 312,000; Full time

Job summary

AECOM Philippines, Inc. is hiring an Administrative Assistant II to provide foundational to intermediate administrative support. The role involves document management, vendor coordination, and IT-related assistance within a hybrid setup with onsite presence three days per week in Metro Manila.

The candidate should have a bachelor’s degree or 2+ years of admin experience, plus proficiency in Word/Excel/Outlook/PowerPoint. Strong communication and attention to detail are essential for success.

Qualifications

• Bachelor’s Degree or at least 2 years of relevant administration job experience.
• Intermediate 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.
• Experience managing multiple and changing demands, details, and deadlines.
• 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 a fixed night shift and a hybrid work setup requiring onsite attendance three days per week.

Responsibilities

• 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.
• 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.
• 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.
• Create recurring reports such as project trackers, operational dashboards, or expense summaries in Excel or other platforms.
• Assist in creating or updating organizational charts using Visio.
• 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.
• Manage shared mailboxes with minimal supervision.
• Apply categorization rules, redirect inquiries to appropriate team members, and respond to basic requests.
• 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.
• 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.
• 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.
• Create simple newsletters, invites, or visual materials using templates.
• Support basic video editing or slide preparation for team events, updates, or reporting.
• 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.

Skills

Attention to detail

Interpersonal skills

Communication skills

Multitasking

Fast-paced environment

Education

Bachelor’s Degree

2+ years admin experience

Tools

SharePoint

Teams

Oracle

ServiceNow

Salesforce

Visio

Coupa

Job description

AECOM Philippines, Inc. is hiring an Administrative Assistant II to provide foundational to intermediate administrative support. The role involves document management, vendor coordination, and IT-related assistance within a hybrid setup with onsite presence three days per week in Metro Manila.

The candidate should have a bachelor’s degree or 2+ years of admin experience, plus proficiency in Word/Excel/Outlook/PowerPoint. Strong communication and attention to detail are essential for success.