Administration Officer

Company Overview

At AECOM, we are committed to shaping a better world through our infrastructure projects that improve communities and environments globally. Our diverse team of over 50,000 professionals includes planners, engineers, scientists, and managers who collaborate to tackle the most complex challenges and create lasting legacies.

Role Summary

The Administration Officer will be responsible for comprehensive administrative support to projects, collaborating closely with Project Managers and teams to ensure smooth project execution. This role involves managing office operations, coordinating project financials, event scheduling, and delivering high-quality business support across multiple functions.

Key Responsibilities

• Provide complete project administrative assistance including setting up projects, generating reports, handling documentation and invoicing, and monitoring financial aspects to facilitate successful project delivery.
• Manage day-to-day office activities such as reception duties, maintaining office supplies, overseeing kitchen and facilities, coordinating vehicle/equipment bookings, managing accommodation arrangements, and ensuring building compliance.
• Assist with financial administration tasks including invoice preparation, tracking revenues, coordinating subcontractors, reconciling timesheets, and monitoring project financial performance.
• Organize meetings, events, and stakeholder engagements by booking venues, arranging catering services, handling industry events and team functions, preparing agendas and minutes, and managing visitor access.
• Execute high-standard administrative and business support activities like document formatting and preparation, handling tender submissions, supporting marketing efforts, compliance tasks, IT coordination, and maintaining organizational systems and records accurately.

Candidate Qualifications

• Exceptional organizational skills and attention to detail with the ability to prioritize tasks, meet deadlines, and maintain accuracy in a fast-paced environment.
• Proactive and solution-oriented mindset, capable of anticipating team requirements, resolving issues independently, and ensuring task completion.
• Strong communication skills with confidence to engage and build positive relationships with clients, project teams, suppliers, and stakeholders at various levels.
• Collaborative attitude, enjoys contributing to multidisciplinary teams and fostering an inclusive workplace culture.
• Adaptability and professionalism with a dedication to quality, confidentiality, continuous improvement, and outstanding service delivery.

Additional Benefits

• Option to purchase up to six additional weeks of annual leave per year.
• Flexibility to swap public holidays such as Easter for alternative days that suit personal preferences.
• Emphasis on continuous learning and development including lunch-and-learn sessions, professional courses, financial support for studies, five days of paid study leave, and global career advancement opportunities.

Important Information

Successful candidates must attend a mandatory in-person onboarding session (Day 1) at an AECOM office as a prerequisite for employment. AECOM is committed to ethical and secure recruitment processes.

Commitment to Reconciliation

AECOM honors the Traditional Owners and Custodians of the Australian lands where we live and operate. We acknowledge their enduring cultures and contributions and are dedicated to respectful engagement with First Nations peoples through initiatives like our Australian Reconciliation Action Plan.

About AECOM

As a global leader in infrastructure consulting, AECOM delivers professional services throughout all project stages—from advisory and planning to design, engineering, and construction management. Serving both public and private sectors, our firm values technical excellence, diversity and inclusion, and environmental and social governance. We are a Fortune 500 company with a $16.1 billion revenue in fiscal 2025.

Work Environment

We offer a hybrid working model that supports flexibility whether working remotely, on client sites, or at AECOM offices. Our culture encourages integrity, innovation, and entrepreneurial spirit in a supportive, inclusive workplace where everyone's unique contributions are valued.

Equal Opportunity Employer

AECOM is an Equal Opportunity Employer committed to diversity and believes in each individual’s potential. We support career growth and provide access to cutting-edge technology and transformational projects.