Senior Administrative & Operations Specialist

Aecom Philippines, Inc.; Pateros; Hybrid; PHP 250,000 - 420,000; Full time

Job summary

Aecom Philippines, Inc. is seeking an Administration Assistant to support a fast-paced, regional office. The role involves handling expense claims, vendor onboarding, and maintaining various trackers and reports across multiple platforms.

The position offers a hybrid work arrangement (three days in the office, two days at home) and requires a Bachelor’s degree or equivalent experience, with strong MS Office skills and excellent organizational and communication abilities.

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.

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. Monitor POs, invoice statuses, COI renewals, and wire transfers.
• 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.
• Coordinate across departments to fulfill requests and ensure seamless process completion.
• Assist in general administrative tasks and support for audits and initiatives.

Skills

Admin experience

Communication skills

Time management

Attention to detail

Organizational skills

Multitasking

Customer service

Team leadership

Education

Bachelor’s Degree or higher

Tools

MS Word

MS Excel

Outlook

PowerPoint

Job description

Aecom Philippines, Inc. is seeking an Administration Assistant to support a fast-paced, regional office. The role involves handling expense claims, vendor onboarding, and maintaining various trackers and reports across multiple platforms.

The position offers a hybrid work arrangement (three days in the office, two days at home) and requires a Bachelor’s degree or equivalent experience, with strong MS Office skills and excellent organizational and communication abilities.