Senior Administrative Assistant — Hybrid & Multi-System Support

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

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