AECOM Job Vacancy For Project Administrator

The ASPDC directly supports the Management Team and facilitates the operations of the team through clerical and administrative functions such as drafting correspondence, scheduling appointments, and managing the document control system by maintaining paper and electronic files and coordinating the operations of the office.

The ASPDC utilises the BIM360 Document Management System in coordinating the duties and responsibilities of the PMC, including:

• Workflowing the BIM360 documentation on behalf of the management team
• Monitoring incoming and outgoing documents
• Preparing documents on behalf of the Executive Management Team
• Preparing and ensuring on time submission of the project’s Monthly Progress Report to the client as required by AECOM’s deliverable schedule.

Duties & Responsibilities

The ASPDC is responsible for:

• Drafting letters for and on behalf of the company.
• Utilising the BIM360 in coordinating the duties and responsibilities of the PMC, including:

1. Monitoring incoming and outgoing documents and advising the team of actions to take
2. Uploading documents on the system appropriately with the help of the Management Team
3. Preparing documents on behalf of the Management Team

• Preparing and ensuring on time submission of the project’s Monthly Progress Report to the client as required by AECOM’s deliverable schedule.
• Arranging conferences, meetings, social gatherings and travel reservations for office personnel and guests of AECOM project office in Ghana.
• Recording, composing, typing and distributing high level meeting notes of the Management Team both on and offsite.
• Completing forms in accordance with company procedures.
• Compiling and making edits to correspondence and reports originated by others.
• Greeting visitors and callers, handling their inquiries and directing them to the appropriate persons according to their needs.
• Coordinating the work flow for incoming correspondence requiring replies. This includes opening, reading, routing, and distributing incoming mail and other material, and preparing answers to routine letters.
• Maintaining and updating event calendars with the support of the Contracts Manager.
• Making copies of correspondence and other printed material and directing the reproduction of reports and large document sets.
• Scheduling and confirming appointments for clients, customers, or supervisors.
• Setting up and maintaining paper and electronic filing systems for records, correspondence, and other material in accordance with programme procedures.
• Take dictation in shorthand or by machine, and transcribe information.
• Conduct searches to find needed information, using such sources as the Internet.
• Operate electronic mail systems and coordinate the flow of information both internally and with other organizations in accordance with programme procedures.
• Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
• Ordering and dispensing supplies.
• Reviewing work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions.
• Operating office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications.

Specific skills required

• BM360 Knowledge and Application
• Word processing
• Spreadsheet Skills
• Time & Billing
• Calendar & Docketing
• Transcription
• Writing Skills
• Organization Skills
• Transcription Skills
• Multi-tasking Skills
• Research Skills

Minimum Requirements

• Minimum 6 years of experience working in an office environment.
• Minimum 3 years of experience working as an Administrative Secretary and Document Controller.
• Experience in the employ of a construction contractor is an advantage.
• Experience in the employ of a consulting engineering firm is an advantage.

Additional Comments

• Eligibility to work in Ghana due to nationality is a requirement.

Preferred Qualifications

• Secondary level certificate

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.