AECOM is seeking an experienced and highly organized Office Administration Manager to oversee daily office operations and ensure the smooth running of administrative functions in our Calgary office. This role is responsible for managing office resources, supervising administrative staff, and providing operational support to leadership and employees. The ideal candidate is proactive, detail-oriented, and thrives in a fast-paced environment.
The responsibilities of this position include, but are not limited to:
Office Operations & Administration
Oversee day-to-day office operations to maintain a productive and professional work environment.
Manage office supplies, equipment, and vendor relationships.
Ensure compliance with health, safety, and security regulations.
Point of contact for office equipment, boardroom technology and supplies needed on a day-to-day basis.
Works with the Regional Facilities Manager to perform regular facilities management for the office.
Responsible for the Managing of Reception personnel, and providing back up support as required.
Office event coordination
Project Administration Support
Provide senior level administrative support to area Business Lead (BL) including, but not limited to; Utilize advanced level MS Word skills to prepare and format client report submissions using AECOM Word templates.
Manage and coordinate BLs schedule
Prepare monthly management reports as required from Salesforce and other sources
Schedule and attend planning meetings with BL to review and discuss upcoming initiatives, programs and weekly action items; schedule to be dictated by BL
Engage with BL for appropriate execution of contracts and other documents
Staff & Team Support
May supervise administrative and support staff, providing training and performance management.
Act as the main point of contact for staff requests related to office operations.
Support leaders and departments with scheduling, logistics, and documentation.
Coordinates local on-boarding for new hires.
Communication & Records Management
Draft and distribute internal communications and announcements.
Maintain accurate office records and Records Management system (digital and physical).
Support HR with onboarding documentation and administrative compliance.
Leadership & Strategic Support
Identify and implement process improvements to enhance efficiency.
Partner with leadership and other departments on organizational initiatives and special projects.
Represent the office with professionalism when liaising with external stakeholders.