AECOM Winnipeg is seeking an Administrative Assistant to support project managers and operational teams within the office.
Responsibilities include, but are not limited to:
Administrative & Office Support
- Provide administrative support to one or more managers within a group, office, or business unit
- Prepare and proof correspondence, forms, spreadsheets, and documents
- Schedule meetings and make travel arrangements
- Maintain inventory of office supplies
- Set up new project files on the server
- Participate in project meetings; take minutes, format, distribute to attendees/clients, and file appropriately
- Write and format project reports (functional, preliminary, detailed, etc.)
Project & Financial Support
- Develop Project Financial Tasks for APIC setup based on proposal WBS
- Assist Project Managers with EAC updates and Change Orders
- Review project invoices and assist with coding to tasks
- Assist with developing and preparing monthly contractor progress estimates
- Ensure all components of the project are developed in accordance with PDS Tasks and Procedures
Procurement & Compliance
- Assist PM with procurement of project-related materials
- Initiate development of Safety Plans for new projects
- Ensure clients and suppliers are current in Coupa
- Complete annual qualification reviews for regularly utilized subcontractors
- Submit requests to Legal for client contract reviews related to RFPs
- Complete Risk Assessment forms for Salesforce, RFPs, and Go/No Go decisions
Proposals & Marketing Support
- Coordinate and assist with Go/No Go approvals; enter and update opportunity data
- Provide marketing assistance for proposals (all aspects)
- Help with marketing graphics for proposals
- Develop proposal schedules
- Assist with developing tender documents
- Download and distribute opportunities from MERX portal
- Upload/download MERX documentation and ensure subcontractor registration in Coupa
- Prepare and coordinate TQRR documentation for review and signature
General
- Work under general supervision
- Use Word, Excel, PowerPoint, Outlook, and other programs to accomplish work
- Apply standard concepts, practices, and procedures within the field
- Rely on experience and judgment to plan and accomplish goals