PDS Administrator 3

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 at AECOM. With 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 PDS Administrator 3 for one of our offices in Sacramento, CA. This role will provide comprehensive administrative, operational, and facilities support for the Contracts Office. This role serves as a flexible, shared-services resource supporting offices without dedicated administrative staff, leading complex administrative processes, coordinating facilities needs, ensuring continuity of operations, and maintaining compliance with established procedures.

• Provide administrative and program support primarily within the Contracts Office while supporting other functional units as needed
• Serve as a floating/shared administrative resource for offices lacking dedicated administrative 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, facilities coordination, A/V setup, catering, materials preparation, and logistics; attend meetings and take notes as needed
• Support onboarding and offboarding processes, including system access, facilities coordination, projected and actual start dates, and tracking activities
• Maintain well-organized digital and hard-copy files; ensure document quality control and compliance with prescribed formats and document control standards
• Lead complex and diverse 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 administrative process improvements
• Coordinate and process travel activities, including Travel Request Forms, compiling travel details, booking coordination, revisions, and Travel Expense Claims (iExpense)
• 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 through all approval steps
• Requisition Forms for open positions
• Candidate interview scheduling
• Support leads by meeting regularly to review project status, plan key events, upcoming travel, and prioritize open action items
• 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 take initiative to resolve administrative challenges
• Utilize Microsoft Word, Excel, PowerPoint, Outlook, Teams, Visio, ProjectWise, SharePoint, Adobe Creative Cloud, and other enterprise systems to accomplish work
• Support with facility related duties including but not limited to; badging access, mail sorting, vendor coordination, and Fedex shipping
• Assist and support with project asset management
• Assist and support with office/project events as needed

Qualifications

Minimum requirements:

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

Preferred Requirements:

• 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 co