Administrative Assistant

AECOM · Jeddah, SA, Saudi Arabia

  • Junior
  • Full-time
  • Posted 2026-09-14
  • Confirmed live on 25 September 2026

Apply at AECOM

Job description

Job Description
We're looking for an experienced and detail-oriented Administrative Assistant to join our dynamic team in Makkah, Saudi Arabia. In this role, you'll lead administrative operations and serve as a trusted resource to managers and project teams. You'll have the opportunity to make a meaningful impact by driving operational excellence, managing complex projects, and supporting our team's success through exceptional organizational, communication, and leadership skills. If you're someone who thrives in a collaborative environment, takes ownership of processes, and demonstrates initiative in maintaining efficiency and accuracy, we'd love to hear from you.
**Administrative & Office Support**

• Provide comprehensive administrative support and mentorship to one or more managers within the office or business unit

• Lead the preparation, proofreading, and formatting of correspondence, forms, spreadsheets, and documents with meticulous attention to detail

• Manage complex calendar coordination, meeting scheduling, and travel logistics for multiple stakeholders

• Direct office supply inventory management and vendor relationships to optimize efficiency and cost-effectiveness

• Establish and organize project file systems on shared servers and systems, ensuring accessibility and compliance

• Lead project meetings, prepare comprehensive minutes, format documentation, and coordinate distribution to relevant stakeholders and clients

• Develop and format project reports and documentation, ensuring alignment with organizational standards

**Project & Financial Support**

• Lead project setup initiatives and support financial task development with increased autonomy

• Independently manage estimate at completion (EAC) updates and change order documentation

• Conduct thorough project invoice reviews and ensure accurate task coding across multiple projects

• Take ownership of monthly progress reports and contractor estimates preparation

• Ensure all project components align with established procedures and standards, identifying opportunities for process improvement

• Support financial reconciliation and budget tracking activities

**Procurement & Compliance**

• Lead procurement activities for project-related materials and manage vendor relationships strategically

• Drive the development and implementation of project documentation and compliance requirements

• Maintain and update vendor and client information in relevant systems with accuracy and timeliness

• Conduct qualification reviews for regularly utilized vendors and subcontractors, making recommendations

• Coordinate with legal and compliance teams on contract-related matters and risk mitigation

• Manage risk assessment documentation and approval processes independently

**Proposals & Marketing Support**

• Lead proposal development activities and manage approval workflows to ensure timely delivery

• Provide strategic marketing assistance for proposals, including document preparation, graphics coordination, and quality assurance

• Develop and maintain comprehensive proposal schedules and timelines across multiple submissions

• Lead tender document preparation and coordination efforts

• Manage documentation uploads, downloads, and vendor registration in procurement systems with attention to compliance

• Prepare and coordinate required documentation for review and signature, ensuring accuracy and completeness

**General Responsibilities**

• Utilize Microsoft Office Suite and other business software to accomplish work efficiently and train others as needed

• Apply professional standards, practices, and procedures in all tasks and mentor team members on best practices

• Manage multiple complex priorities simultaneously while maintaining accuracy and quality standards

• Communicate transparently with team members and stakeholders, providing proactive updates and recommendations

• Demonstrate flexibility and adaptability in a dynamic work environment while driving continuous improvement

• Contribute to a collaborative and supportive team culture through leadership and initiative

• Identify process inefficiencies and recommend solutions to enhance operational effectiveness

Qualifications
**Minimum Requirements:**

• High School Diploma plus 3 years of relevant administrative experience, OR

• Relevant administrative or office management diploma plus 2 years of professional experience
**Required Skills & Competencies:**

• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

• Excellent written and verbal communication skills

• Strong organizational and time management abilities

• Exceptional attention to detail and accuracy

• Ability to multitask and prioritize effectively

• Professional document preparation and formatting skills

• Meeting coordination and minute-taking experience

• Customer service orientation and interpersonal skills

• Ability to maintain confidentiality and handle sensitive

Prepare for the interview

Nothing collected for this employer yet. The Blind 75 is what technical screens draw from; practise it here, with a coach, in Java or Python.

More at AECOM

All open software jobs