Administrative Specialist

Job Description

AECOM is seeking Administrative Specialist for one of our offices in Sacramento, CA
. This role will provide comprehensive administrative, operational, and facilities support for the Contracts Office. It serves as a flexible shared‑services resource supporting offices without dedicated staff, leading complex administrative processes, coordinating facilities needs, ensuring continuity of operations, and maintaining compliance.

• Provide administrative and program support within the Contracts Office while supporting other functional units as needed.
• Serve as a floating/shared administrative resource for offices lacking dedicated staff.
• Prepare, proofread, and format correspondence, reports, presentations, spreadsheets, and other documentation.
• Manage calendars, schedule meetings, coordinate interviews, and prioritize action items for leadership.
• Coordinate conferences, webcasts, trainings, and special events, including meeting room reservations, A/V setup, catering, materials prep, and logistics.
• Support onboarding and offboarding processes, including system access, facilities coordination, and tracking activities.
• Maintain organized digital and hard‑copy files; ensure document quality control and compliance with prescribed formats.
• Lead complex administrative assignments from conception through completion with minimal supervision.
• Collaborate with other administrative staff to support growing program needs and ensure workload coverage.
• Assist with change‑management tracking and process improvements.
• Coordinate and process travel activities, including Travel Request Forms, travel details booking, and Travel Expense Claims.
• Support office supply requests and inventory using Coupa, ensuring accurate tracking and timely fulfillment.
• Track and manage personnel‑related administrative processes, including PRF (Position Request Form) tracking, requisition forms for open positions, candidate interview scheduling.
• Interact and communicate effectively with all organizational levels, including CHSRA staff, management, contractors, vendors, and external partners.
• Anticipate business and operational needs; proactively troubleshoot issues and resolve administrative challenges.
• Utilize Microsoft Word, Excel, PowerPoint, Outlook, Teams, Visio, Project Wise, SharePoint, Adobe Creative Cloud, and other enterprise systems.
• Support facility related duties including badging access, mail sorting, vendor coordination, and Fed Ex shipping.
• Assist and support with project asset management and office/project events as needed.

• BA/BS + 4 years of related experience or demonstrated equivalency of experience and/or education.

• Ten (10) years of progressively responsible administrative or program support experience.
• Strong proficiency with Microsoft Office Suite (Outlook, Teams, Word, Excel, PowerPoint).
• Ability to manage multiple priorities, deadlines, and changing demands in a fast‑paced environment.
• Strong attention to detail and ability to work in a time‑conscious and efficient manner.
• Effective verbal and written communication skills with diverse audiences, including management, coworkers, contractors, and external partners.
• Job‑related technical knowledge necessary to complete assigned duties.
• Experience supporting public‑sector or large infrastructure programs.
• Demonstrated experience composing and preparing professional correspondence, reports, and presentations.
• Knowledge of Project Wise and SharePoint document control systems.
• Proficiency with Adobe Creative Cloud (Photoshop, Illustrator).
• Experience supporting facilities coordination, space planning, or office logistics.
• Demonstrated ability to manage complex administrative processes independently.
• Excellent organizational, communication, and stakeholder coordination skills.

• Sponsorship is not offered for this role.

AECOM is proud to offer comprehensive benefits to meet the diverse needs of employees. Depending on employment status, benefits may include medical, dental, vision, life, AD&D, disability, paid time off, leaves of absence, voluntary benefits, perks, flexible work options, well‑being…