Administrative Assistant

Aecom2; Santa Fe (NM); On-site; USD 42,000 - 64,000; Full time

Job summary

AECOM is seeking an Administrative Support Specialist in Santa Fe, NM to assist field operations, maintenance teams, and technical personnel. You will manage calendars, travel, work orders, and procurement activities while ensuring up-to-date documentation and records.

You will also handle data entry, correspondence, and reporting, aligning with company procedures. This role requires strong organization and communication skills in a dynamic, field-focused environment.

Qualifications

• High School Diploma or GED and 6 years of administrative support experience or demonstrated equivalency of experience and/or education.
• Associate degree in Business Administration, Office Administration, or related field preferred.
• Experience in processing work orders and supporting maintenance management systems.

Responsibilities

• Provide administrative support to field operations, maintenance, and technical personnel.
• Coordinate schedules, calendars, meetings, and travel arrangements.
• Process and track work orders, service requests, and maintenance documentation.
• Assist with purchasing activities, including requisitions, purchase orders, invoice tracking, and vendor coordination.
• Maintain organized records, files, reports, and documentation per procedures.
• Support workforce scheduling and communicate operational updates to field personnel.
• Prepare correspondence, reports, presentations, and other business documents.
• Monitor inventories and coordinate replenishment activities.
• Enter, maintain, and verify data in company systems and databases.
• Respond to inquiries in a professional and timely manner.
• Coordinate onboarding, training schedules, and administrative activities for field personnel.
• Perform additional administrative duties to support operations.

Skills

Scheduling

Vendor coordination

Data entry

Documentation

Written and verbal communication

Microsoft Office Suite

Education

High School Diploma or GED

Associate degree in related field

12+ years in admin support

Tools

Microsoft Office Suite

Job description

Key Responsibilities

• Provide administrative support to field operations, maintenance, and technical personnel.
• Coordinate schedules, calendars, meetings, and travel arrangements as needed.
• Process and track work orders, service requests, and maintenance documentation.
• Assist with purchasing activities, including requisitions, purchase orders, invoice tracking, and vendor coordination.
• Maintain organized records, files, reports, and documentation in accordance with company procedures.
• Support workforce scheduling and assist with communicating operational updates to field personnel.
• Prepare correspondence, reports, presentations, and other business documents.
• Monitor office and field supply inventories and coordinate replenishment activities.
• Enter, maintain, and verify data within various company systems and databases.
• Respond to internal and external inquiries in a professional and timely manner.
• Coordinate onboarding, training schedules, and administrative activities for field personnel as required.
• Perform additional administrative duties to support operational and maintenance activities.

Minimum Requirements

High School Diploma or GED and 6 years of administrative support experience or demonstrated equivalency of experience and/or education.

Preferred Qualifications

• Associate degree in Business Administration, Office Administration, or a related field.
• 12+ years of experience providing administrative support in an operations, maintenance, industrial, utility, construction, manufacturing, or field services environment.
• Experience processing work orders and supporting maintenance management systems.
• Experience with purchasing, procurement processes, and vendor coordination.
• Advanced proficiency with Microsoft Office Suite, including Outlook, Excel, Word, and Teams.
• Demonstrated ability to coordinate multiple priorities, manage schedules, and maintain accurate records in a fast-paced environment.
• Strong written and verbal communication

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, service recognition awards, retirement savings plan, and employee stock purchase plan.

• 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
• service recognition awards
• retirement savings plan
• employee stock purchase plan

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.