1 day old

Document Controller & Administrative Assistant

  • Job Code
Company AECOM

Job Title: Document Controller & Administrative Assistant

JobID: 23339-1219454

Location: Whitby, ON, L1N 6W6, CAN

Description: **Business Line** Transportation

**Position Title** Document Controller & Administrative Assistant

Canada - Ontario


**Job Summary**

AECOM is currently seeking a Project Administrative Assistant & Documents Controller to support our Alternative Delivery Group (ADG) leadership currently delivering and pursuing major transportation projects. The appropriately qualified candidate will also assist our ADG Project Managers with project coordination and planning, preparation of meeting and presentation materials, document control activities, establishing document control procedures, implementation of document control procedures and other daily project and document administration tasks. The appropriate candidate must be able to demonstrate a strong established administrative career preferably within our industry.

Work includes preparation of correspondence, proof reading of correspondence, spreadsheet preparation, setup and maintenance of projects in accordance with AECOM’s Administrative and Quality Management Systems, support and progression of project opportunities leads via Salesforce and maintenance of consistency within project documentation and records management.

The responsibilities of this position include, but are not limited to:

+ Assists the Project Manager with planning and execution of project activities for multi-disciplinary building engineering design projects

+ Coordinates project work with design groups such as Architecture, Structural, Mechanical, Electrical, and Civil

+ Plays an active role in records management, budget tracking, and scheduling

+ Maintains routine and confidential records and files as per ISO 9001 and AECOM Quality Management System requirements including electronic and document filing

+ Prepares meeting minutes, reports, and other documents

+ Ad hoc project financial analysis

+ Meeting coordination, inclusive of taking minutes, identifying actions and following up on completion

+ Provides basic orientation for new hires in the department

+ Provides general administrative support including answering/placing telephone calls, schedules meetings, researches non-technical matters, types reports, letters, specifications, memos and may compose routine correspondence

+ Prepares reports including the researching, compiling and summarizing of data

+ Provide contract administration support to project managers using the AECOM Eco- system applications, as requested

+ Assists the team with processing and tracking of purchase orders

+ Provides project managers with updating support for client and financial information input into Salesforce. Some maintenance of AECOM CRM Salesforce system may be required

+ Assist project managers with basic information for GO/NO GO, B&P, SOQ’s and all PA forms including Project Plans, Health & Safety Forms and Record of File Folders

+ Maintains appointments, schedules and department vacation planner

+ Assists the marketing department with formatting and compiling of proposal documentation as needed

+ Gathers and processes expense reports for department managers in a timely manner

+ Assists with IT needs, including software, hardware ordering and license renewals as required in accordance with AECOM IT policy and procedures

**Minimum Requirements**

+ University or Business College Diploma or equivalent

+ 3+ years of project administration and/or document control experience in a deadline driven environment

+ Strong knowledge in Word, Excel, Outlook, Power Point, Adobe Creative Cloud & PDF editing, Webex conferencing, ProjectWise, Sharepoint, Salesforce

**Preferred Qualifications**

+ 5+ years’ experience preferably in Engineering or Construction fields

+ Project management or project finance experience would be an asset

+ Background in the engineering, architecture or construction industry

+ Strong problem-solving, strategic and creative thinking, and decision-making ability, superior attention to detail and organizational skills

+ Highly organized, with excellent time management skills to balance competing priorities

+ Proactive and goal-oriented, with the ability to work independently and manage change effectively

+ Outstanding oral communication, written and presentation skills

+ Confident and dynamic personality

+ The willingness and ability to work in a deadline-driven, project-based environment, and be available to work paid overtime as needed, and authorized, to meet project deadlines

**What We Offer**

AECOM is a place where you can put your innovative thinking and business skills into high gear and work alongside other highly intelligent and motivated people. It's a place where you can apply your skills to some of the world's most challenging, interesting, and meaningful projects worldwide. It's a place that values the diversity of our areas of practice and our people. It's what makes AECOM a great place to work and grow. AECOM is an Equal Opportunity Employer.

At AECOM, employee's safety and security are our top Safeguarding core value. All employees are expected to set the highest level of safety expectation in their work, display the highest level of safe behavior, and actively participate in AECOM's Safety For Life Program. SH&E is a part of our company culture and participation is required for all employees.

_NOTICE TO THIRD PARTY AGENCIES: Please note that AECOM does not accept unsolicited resumes from recruiters or employment agencies. In the absence of a signed Recruitment Fee Agreement, AECOM will not consider or agree to payment of any referral compensation or recruiter fee. In the event a recruiter or agency submits a resume or candidate without a previously signed agreement, AECOM explicitly reserves the right to pursue and hire those candidate(s) without any financial obligation to the recruiter or agency. Any unsolicited resumes, including those submitted to hiring managers, are deemed to be the property of AECOM._

**_Job Category_** _Administrative Support / Secretarial_

**_Country_** _Canada_

**_Position Status_** _Full-Time_

**_Requisition/Vacancy No._** _175007BR_


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