AECOM Office Management Specialist III in Vacaville, California

United States of America - California, Vacaville

Job Summary

Civil Construction is looking to hire an experienced Office Management Specialist to support our projects working out of Suisun City, CA. This challenging position will provide an excellent growth opportunity while helping to improve our infrastructure.

Position Description or Typical Responsibilities:

  • Production of all NW contracts through the use of templates and Crystal/Jasper Reporting within accounting/PM software while working under direction of the Contracts Manager.

  • Responsible for the transmittal and tracking of all NW contracts from inception through negotiation and out the door to subcontractors.

  • Utilize “Tracking Changes” spreadsheets

  • Distribute Required Documents package to subcontractors during negotiation process.

  • Finalize the execution of all contracts with authorized signers.

  • Coordinate original agreements out to corporate office, jobsite and subcontractors.

  • Update Contract Compliance in accounting/PM software.

  • Creation of subcontract templates at job startup to include project specific information.

  • Notification to jobs of incoming payments received and request AP Aging Reporting, status of release collection, clearance of compliance issues and any known deterrent to payment status to subcontractors or suppliers.

  • Monthly inspection of compliance reporting for all Northwest projects.

  • Verify and post executed owner change orders within CMiC software.

  • Assist NW Area Engineer with reporting requirements for NW projects.

  • Support NW Area Engineer and NW Business Manager as needed.

Responsible for coordination of subcontracts and purchase orders for roughly $500 million of work per year. Size of contracts vary from thousands of dollars to multi-million dollar contracts. Individual will be charged with tracking of all subcontracts and purchase orders throughout negotiations.

Minimum Requirements

  • BA/BS + 4 years of demonostrated equvalency of experience and/or education.


  • A detailed and organized professional with a minimum of 2+ years of prior experience in contract administration, subcontract administration or accounting with experience in heavy construction, vertical and/or heavy civil. This position will interface with the NW projects in addition to the various company departments so strong interpersonal skills are required.

Preferred Qualifications

Robust skills in Microsoft Office software, including Word, Excel, PowerPoint, Access, Project and Visio

Ability to meet project objectives within designated constraints

  • Demonstrated oral and written communication skills.

  • Demonstrated organizational skills.

  • Ability to work well with tight deadlines.

  • Polished interpersonal skills, high energy and flexibility.

  • Excellent time management and problem solving.

  • Active team player with positive attitude.

  • Capable of working independently in a fast paced environment.

  • Prior experience in contract administration for heavy construction.

  • Prior experience with public works projects.

  • Accounting experience.

  • Understanding of different agency contract requirements (i.e. Greenbook, Caltrans Standard Specifications, etc.) as well as project specific contract requirements (i.e. Special Provisions)

Additional Information:

  • Qualified applicants who are offered a position must pass a pre-employment substance abuse test.

  • This position does not include sponsorship for United States work authorization.

  • Relocation or per diem support are not available for this position.

What We Offer

When you join AECOM, you become part of a company that is pioneering the future . Our teams around the world are involved in some of the most cutting-edge and innovative projects and programs of our time, addressing the big challenges of today and shaping the built environment for generations to come. We ensure a workplace that encourages growth, flexibility and creativity, as well as a company culture that champions inclusion, diversity and overall employee well-being through programs supported by company leadership. Our core values define who we are, how we act and what we aspire to, which comes down to not only delivering a better world , but working to “make amazing happen” in each neighborhood, community and city we touch. As an Equal Opportunity Employer, we believe in each person’s potential, and we’ll help you reach yours.

Job Category Administrative Support / Secretarial

Business Line Construction Services

Business Group Construction Services Group (CS)

Country United States of America

Position Status Full-Time

Requisition/Vacancy No. 205366BR

Clearance Required No

Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status.