End Market Assistant at AECOM

Job Description

We deliver creative solutions for building projects for industry, government, commercial and leisure sectors. Our building engineering specialists have expertise in structural and building services engineering, fire engineering, acoustics, facades and seismic design. We embed sustainability principles in every design.

Job Summary To ensure the efficient day-to-day operation of the office, and support the work of management and other staff.

Core Responsibilities

End Market Admin Assistants perform a wide range of duties including some or all of the following

• Information to Information Centre.
• Update/maintain List of Approved Sub-Consultants.
• Keep and maintain clear and concise Records for Auditing.
• Client Satisfaction Surveys.
• Maintain IMS Audit Register and coordinate responses to non-conformance with IMS team.
• Maintain List of Responsible staff for Projects.
• Register of Sub-Consultants with FP&A.
• Arrange for Collection of Tender Documents.
• Tender Documentation Compilation and liaise with Strategy and Growth to ensure that the latest version of all company documentation used is for tender purposes.
• Petty cash for purchase of tender documents.
• Sales force Capturing/Maintenance.
• Maintain Tender Bid Register.
• All Travel and accommodation Arrangements.
• Ordering of Flowers / Snack Baskets.
• Updating of BU Staff Register.
• Ensure that the BU CV's are updated every 6 months (January and July) and that these are placed on the server and available to Strategy and Growth for use in tenders.
• Relevant information to new starters.
• Monitor and record keeping of leave.
• Workflow Changes in Oracle.
• Ensure that all Timecards are entered timeously before the weekly deadline.
• Maintain and update Information in electronic Library.
• Assist with completion of IT requests Forms.
• Manage information on BU drive on the server (e.g. correct use of sub-folders, maintain tender folders etc.).
• Paper Filing where applicable.
• Binding/Copying Documents.
• Messenger Delivery/Collection Notes.
• Order Stationary and Check for accuracy of the order when delivered.
• Monitor the usage of stationery.
• Arrange for Courier where applicable.
• Assist with completing and submitting training applications.
• Ensure that vendors for external training and other services are registered with FP&A.
• Follow up on payments to vendors for external training.
• Maintain training register and submit periodically to HR.

Assist with financial management

• Assist with financial reports as required
• Submit to F&A & Follow-up on Payment of Invoices
• Timecard Management
• Month end duties as required

Provide Office support

• With the Business Unit/PMs, prepare meeting agendas and supporting material for distribution
• Ensure the timely distribution of material to the attendees
• Booking of meeting rooms and providing refreshments/catering where applicable
• Arrange venue and catering for marketing and other BU functions where applicable
• Support the BU with meeting, travel and other arrangements
• Draft minutes of BU meetings for review by the BU Leader or any of the PMs as required
• Create action list for management staff from board meetings
• Maintain Birthday Calendar of all resources in the BU and update BU Leader daily

Requirements
Minimum Requirements Experience

• 2 -5 years’ experience in the same role.

Preferred Skills

• Knowledge, skills and abilities
• Proficiency in the use of computer programs for
• MS Office (MS Word, Excel, PowerPoint, Outlook etc.)
• Oracle
• E-mail - Outlook
• Internet

Preferred Qualifications

• Matric or Tertiary qualification.