AECOM Administrative Assistant / Document Control in San Francisco, California

Business Line Construction Services

Position Title Administrative Assistant / Document Control

United States of America - California

San Francisco

Job Summary

AECOM is actively seeking a creative, highly talented Administrative Assistant/Document Control for immediate employment for the San Francisco, CA office. AECOM is proud to provide our employees with exciting, challenging projects.

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

  • Provides office and clerical support including preparation of correspondence, reports, meeting minutes, and slide presentations, receipt and distribution of incoming and outgoing documents, receptionist duties, and related duties including entering documents into the MIS (SharePoint, Prolog or other document control systems).

  • Provides administrative assistant and clerical support and manages the office with regards to supplies/purchases to support the project team.

  • Answers phones and directs calls.

  • Works with AECOM vendors to support the office.

  • Receives, copies, and files all incoming and outgoing documentation.

  • Prepares and maintain files in accordance with project document control procedures.

  • Responsible for maintaining the final project archive documents per DGS record requirements. Coordinates and manages the archive files.

  • Collects daily reports and maintains the Daily Report Log.

  • Assists in processing incoming and outgoing RFCs, RFIs, Submittals, Pay Requests, PCOs, COs, Safety Concerns, Non-Compliance Notices, and other construction management related documentation at the site.

  • Assists in the processing of pay applications for accuracy before forwarding to DGS for approval.

  • Assists in preparing Monthly Reports, and other special reports as requested by the CM.

  • Prepares meeting minutes and other correspondence for the Project team.

  • Assists the Construction Project Management team at the site, which is expected to consist of the AECOM Construction Manager, the State’s Project Director(s), and State’s inspectors.

Minimum Requirements

  • High School Diploma.

  • 6+ years experience in Construction Administration.

  • Excellent communicator.

  • Proactive problem solver.

  • Ability to adjust to changing job environments.

  • Proficiency in MS Office Suite, MS Office, SharePoint

  • Excellent written and verbal communication skills.

  • Must be detail oriented, thorough, and well-organized and effectively manage time.

  • Must be flexible and able to work in a very fast paced work environment and at times under the pressure of meeting critical deadlines.

Preferred Qualifications

  • Ability to multi-task in a high-energy environment and be able to prioritize multiple tasks.

  • Should possess a background in construction or engineering related work activities to understand the terminology used in the office environment on a daily basis.

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 United States of America

Position Status Full-Time

Requisition/Vacancy No. 169710BR