AECOM Administrative Assistant in Fort Hills, Alberta

Requisition/Vacancy No. 147650BR

Position Title Administrative Assistant

Job Category Administrative Support / Secretarial

Business Line Oil + Gas

Country Canada

State/Province/Region CAN - Alberta

City Fort Hills

Why Choose AECOM? AECOM is a premier, fully integrated professional and technical services firm positioned to design, build, finance and operate infrastructure assets around the world for public- and private-sector clients. With nearly 100,000 employees — including architects, engineers, designers, planners, scientists and management and construction services professionals — serving clients in over 150 countries around the world, AECOM is ranked as the #1 engineering design firm by revenue in Engineering News-Record magazine’s annual industry rankings, and has been recognized by Fortune magazine as a World’s Most Admired Company. The firm is a leader in all of the key markets that it serves, including transportation, facilities, environmental, energy, oil and gas, water, high-rise buildings and government. AECOM provides a blend of global reach, local knowledge, innovation and technical excellence in delivering customized and creative solutions that meet the needs of clients’ projects. A Fortune 500 firm, AECOM companies, including URS Corporation and Hunt Construction Group, have annual revenue of approximately $19 billion. More information on AECOM and its services can be found at www.aecom.com.

About the Business Line

Oil + Gas

We offer extensive global experience in upstream, midstream, downstream, marketing and distribution, and alternative energy segments serving the entire lifecycle of oil and gas company assets. Our expertise in providing the full range of mission-critical services is sought after by private-sector and national/state-owned oil and gas companies.

Job Summary

AECOM is seeking a Administrative Assistant to be based in our Fort Hills, Alberta location.

This position provides standard secretarial support to one or more members within a company or business unit. Maintains routine/confidential records; maintains appointment schedules; types reports, letters and memos; answers/places telephone calls; obtains data and responds to general inquiries. Responsible for organizing personal work routines. Typically may work with the management group, a division/department manager, or a more senior officer in a small organization. Typically works with moderate guidance, accountable for individual results and impact on work group.

May include the following responsibilities:

  • Provide general administrative expertise to the office or team / department and demonstrate a solid understanding of the terminology and function of the group.

  • Forming and utilizing a base knowledge of all major departments in the company.

  • The incumbent will be utilizing previous experience and formal training to demonstrate knowledge of Company policy and procedure and team / department goals.

  • Providing input and analyses into specific area as requested and developing a broader familiarity with processes to select and utilize available resources to achieve maximum efficiency and effectiveness in completing routine assignments and special projects / tasks.

  • Key Responsibilities Areas:

  • Data entry into specific office computer administrative software programs, i.e.; accounting, payroll, information databases and spreadsheets;

  • Maintain and operating of online administrative systems;

  • Coding and processing expense, purchasing, material client / vendor form documents;

  • Composing, amending and proof reading routine and project specific correspondence, form letters and/or memos;

  • Assisting with the preparation of presentations, meetings, conferences and or symposiums;

  • Setting up and/or maintaining record management systems, may include confidential and sensitive information for team or department;

  • Receives inquiries and provides information or re-directs as necessary;

  • Collating and filing documents;

  • Makes recommendations and / or implements improvements to work methods;

  • Assists on other projects as required.

  • May provide supervision and guidance to junior staff: file clerk, receptionist,office administrator.

A rotational travel allowance is available for this position.

Where possible, please include/attach proof of minimum requirements with resume application.

Minimum Requirements

Minimum Requirements:

  • Minimum of high school diploma required

  • Minimum of 1-3 years of experience required

  • Construction Safety Training System (CSTS) Certification or PST (Petroleum Safety Training) required

Preferred Qualifications

Preferred Requirements:

  • Intermediate Computer Skills: MS Office – Word, Excel, Power Point, Visio and Outlook.

  • Ability to efficiently and effectively prioritize multiple high priority tasks efficiently and work within deadlines.

  • Strong interpersonal and oral/written communication skills.

  • Ability to handle confidential information.

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.