AECOM Administrative Assistant / MRO Support in La Jolla, California

Requisition/Vacancy No. 144850BR

Position Title Administrative Assistant / MRO Support

Job Category Management

Business Line Energy

Country United States of America

State/Province/Region USA - California

City La Jolla

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

About the Business Line

We provide single-source, life-cycle solutions for Fortune 500 clients in industrial markets—oil and gas, refining, petrochemicals, chemicals, manufacturing, food, beverages, and life sciences. We’re a market leader in facility management and hold world-class expertise in numerous process engineering areas for oil/gas processing and refining. We provide facilities maintenance and management services for our clients’ industrial, manufacturing, distribution, logistics, and commercial sites worldwide. We offer a competitive salary and benefits package that includes Medical, Dental and Vision insurance, 3 weeks Paid Time Off, a 401k plan with company match, employee discounts, and much more – and your benefits start the same day you do. Come join our team!

Job Summary

AECOM is seeking an administrative assistant to support our operations and maintenance team within a pharmaceutical complex in La Jolla, CA! Typical work schedule is Monday-Friday, 8:00am – 4:30pm; however, various hours may be required based on business demand.

This position reports directly to the Facility Site Manager, while interfacing and providing support to all operations and maintenance personnel on the local team. In addition, this position interfaces with multiple levels of the AECOM organization and client representatives.

Requires excellent communication and follow up skills, as well as impeccable professional office etiquette. Must be very proficient Microsoft Office software and able to utilize company cornerstone software applications. Must be able to multitask and keep deadlines in a fast-paced industrial environment. Must have the flexibility to accommodate work schedule to align with business demand.

Participates in Maintenance Repair and Operations (MRO) Asset Management by tracking repair, warranty, inventory, and equipment reliability information for the purpose of driving cost reduction. May support preparation of subcontract and service agreements, vendor performance reports, and on-time compliance documentation. Process purchase orders as needed.


  • Prepare and manage correspondence, reports, meeting minutes, and documents using MS Word, PowerPoint, and Excel.

  • Organize and coordinate meetings, conferences, travel arrangements.

  • Maintain schedules and calendars, arrange and confirm appointments, and organize internal and external events.

  • Prepare and maintain logs, tracking reports, supplier schedules, status updates, forecasts, and action items related to MRO asset management.

  • Identify and resolve problems that may cause delay of deliveries and services to point of use.

  • Maintain professional relationships with suppliers, subcontractors, vendors, internal AECOM teams, and client personnel that motivate compliance and peak performance.

  • Implement and maintain office systems. Operate office equipment and manage office space.

  • Handle incoming mail and other material.

  • Set up and maintain filing systems, set up work procedures, collate information, and maintain databases such as employee training and organizational charts using Excel and Visio.

  • Communicate verbally and in writing to answer inquiries and provide information, liaison with internal and external contacts, and coordinate the flow of information both internally and externally.

  • Supports safety program as necessary, including following proper company safety guidelines and wearing PPE as required.

  • Other duties as assigned by Manager or Supervisor.



Minimum Requirements

Minimum Requirements:

  1. High school diploma or equivalent and advanced administrative training.

  2. Four years of experience in an Administrative Assistant or related role in a pharmaceutical, research and development, industrial, or materials management environment, or demonstrated equivalent combination of education and experience.

  3. Qualified applicants offered a position must be able to obtain site specific security access including all applicable background checks.

  4. Qualified applicants must submit to and pass a Tuberculosis test prior to employment, or be medically cleared for Tuberculosis by a medical professional, and be able to maintain annual negative results.

  5. Qualified applicants must pass a medical evaluation for respirator use and be able to successfully complete a fit test for each type of respirator needed for the position or for an approved alternate respirator that provides equal or better protection from identified hazards.

Additional Information:

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

  • This position may require a valid Driver’s License.

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

  • This position will require the ability to obtain a security access badge at our client’s location.

  • This position may require various shifts, weekends, and alternative work schedules.

Physical Requirements:

  • Some tasks will require repetitive wrist movement.

  • Some tasks will require the ability to walk extensively throughout facilities during a workday.

  • Requires ability to read and understand information contained in a variety of documents or displayed on a computer screen.

  • Requires ability to use a variety of office equipment and to operate a computer keyboard to access data bases, to send/receive messages and to prepare documents.

  • Requires ability to attend meetings throughout the site and potentially travel to other AECOM, customer and/or vendor locations in the area, as well as some air travel to more distant locations.

  • Requires the ability to communicate with others on the telephone and in one-on-one or group discussions, meetings and presentations.

  • Demonstrated fluency in computer use including the full Microsoft product line.

  • Requires some moving of light to medium weight materials into desks, filing cabinets and other storage locations.

  • Requires the ability to interact with all clients in a professional and friendly manner despite periods of stress.

Special Requirements:

  • Wear steel toe safety shoes, safety glasses, gloves, hard hats and other Personal Protective Equipment as needed.

  • Cope with demands (stressors) that are associated with the job and/or the work environment so that acceptable levels of performance and overall contribution are maintained.

Preferred Qualifications

Preferred Qualifications:

  1. Ability to multi-task and manage time to meet job requirements, with exemplary attention to detail and follow-up skills sufficient to provide administrative support to multiple team members.

  2. Fluency in Microsoft Office Suite, including the ability to produce complex power point presentations, perform word processing, create spreadsheets and generate reports, schedule and track meetings and appointments, create and respond to emails, etc.

  3. Excellent phone skills, verbal and written skills, and professional office presence with other employee and guests.

  4. Experience working with Senior Management and Executive level employees to arrange travel, organize meetings, process business visas, reconcile expense and travel reports, etc.

  5. Experience summarizing and/or capturing in writing the facts regarding complex matters or confidential discussions.

  6. Experience preparing bid or proposal documents, issuing purchase orders, and tracking materials.

  7. Experience tracking Key Performance Indicators (KPI) for leadership, especially with respect to maintenance, materials, and related functions.

  8. Familiarity with facilities and laboratory equipment descriptors related to HVAC, BAS, electrical, and instrumentation.

Other Attributes:

  • Must be willing to work overtime when required. May be required to work holidays and weekends.

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 and Minorities, Females, Veterans, and Disabled persons are encouraged to apply. For further information, please click here at to view the EEO Is The Law poster.