Office Administration Manager
Listed on 2025-12-31
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Administrative/Clerical
Administrative Management, Office Manager -
Management
Administrative Management, Office Manager
Company Description
Work with Us. Change the World.
At AECOM, we're delivering a better world. Whether improving your commute, keeping the lights on, providing access to clean water, or transforming skylines, our work helps people and communities thrive. We are the world's trusted infrastructure consulting firm, partnering with clients to solve the world’s most complex challenges and build legacies for future generations.
There has never been a better time to be h accelerating infrastructure investment worldwide, our services are in great demand. We invite you to bring your bold ideas and big dreams and become part of a global team of over 50,000 planners, designers, engineers, scientists, digital innovators, program and construction managers and other professionals delivering projects that create a positive and tangible impact around the world.
We're one global team driven by our common purpose to deliver a better world. Join us.
Job Description
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.
Qualifications
Minimum requirements:
Post-secondary education in Business Administration, Office Management, or related field + 4 years of experience in office administration, with at least 2 years in a supervisory or management role or demonstrated equivalency of experience and/or education
Strong knowledge of office procedures, budgeting, and vendor management.
Excellent organizational, multitasking, and problem-solving skills.
Strong written and verbal communication abilities.
Proficiency in MS Office Suite (Word, Excel, Outlook, PowerPoint) and familiarity with office management software.
Preferred qualifications:
5+ years of experience in office administration, with at least 2 years in a supervisory or management role
Strong leadership and team management skills
Ability to maintain confidentiality and always demonstrate professionalism.
Attention to detail and high level of accuracy.
Ability to work independently and prioritize competing demands.
Strong interpersonal skills with a customer-service mindset.
Adaptability and resilience in a dynamic workplace.
Additional Information
Offered rate of compensation will be based on individual education, qualifications, experience, and work location. The range for this position is $70000 to $85000.
About AECOM
AECOM is proud to offer comprehensive benefits to meet the diverse needs of our employees. Depending on your employment status, AECOM benefits may include medical, dental, vision, life, AD&D, disability benefits, paid time off, leaves of absences, voluntary…
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