Administrative Assistant

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 Winnipeg is seeking an Administrative Assistant to support project managers and operational teams within the office.

Responsibilities include, but are not limited to:

Administrative & Office Support

• Provide administrative support to one or more managers within a group, office, or business unit
• Prepare and proof correspondence, forms, spreadsheets, and documents
• Schedule meetings and make travel arrangements
• Maintain inventory of office supplies
• Set up new project files on the server
• Participate in project meetings; take minutes, format, distribute to attendees/clients, and file appropriately
• Write and format project reports (functional, preliminary, detailed, etc.)

Project & Financial Support

• Develop Project Financial Tasks for APIC setup based on proposal WBS
• Assist Project Managers with EAC updates and Change Orders
• Review project invoices and assist with coding to tasks
• Assist with developing and preparing monthly contractor progress estimates
• Ensure all components of the project are developed in accordance with PDS Tasks and Procedures

Procurement & Compliance

• Assist PM with procurement of project-related materials
• Initiate development of Safety Plans for new projects
• Ensure clients and suppliers are current in Coupa
• Complete annual qualification reviews for regularly utilized subcontractors
• Submit requests to Legal for client contract reviews related to RFPs
• Complete Risk Assessment forms for Salesforce, RFPs, and Go/No Go decisions

Proposals & Marketing Support

• Coordinate and assist with Go/No Go approvals; enter and update opportunity data
• Provide marketing assistance for proposals (all aspects)
• Help with marketing graphics for proposals
• Develop proposal schedules
• Assist with developing tender documents
• Download and distribute opportunities from MERX portal
• Upload/download MERX documentation and ensure subcontractor registration in Coupa
• Prepare and coordinate TQRR documentation for review and signature

General

• Work under general supervision
• Use Word, Excel, PowerPoint, Outlook, and other programs to accomplish work
• Apply standard concepts, practices, and procedures within the field
• Rely on experience and judgment to plan and accomplish goals

Qualifications

Minimum Requirements:

• High School Diploma + 2 years of relevant experience
  OR
• Relevant Diploma

Preferred Qualifications:

• Experience supporting engineering, transportation, or infrastructure projects
• Familiarity with project financial processes (WBS, APIC setup, EAC updates, invoice coding)
• Experience working with procurement systems such as Coupa
• Experience with MERX portal and tender documentation processes
• Experience supporting proposal development and Go/No Go processes
• Strong document formatting and report preparation skills
• Experience taking and distributing formal meeting minutes
• Experience in a consulting or A/E/C (Architecture, Engineering, Construction) environment is considered an asset

Additional Information

Sponsorship for Canadian employment authorization is not available for this position

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 benefits, perks, flexible work options, well-being resources, employee assistance program, business travel insurance, service recognition awards, retirement savings plan, and employee stock purchase plan. 

AECOM is the global infrastructure leader, committed to delivering a better world. As a trusted professional services firm powered by deep technical abilities, we solve our clients’ complex challenges in water, environment, energy, transportation and buildings. Our teams partner with public- and private-sector clients to create innovative, sustainable and resilient solutions throughout the project lifecycle – from advisory, planning, design and engineering to program and construction management. AECOM is a Fortune 500 firm that had revenue of $16.1 billion in fiscal year 2025. Learn more at aecom.com. 

What makes AECOM a great place to work  

You will be part of a global team that champions your growth and career ambitions. Work on groundbreaking projects - both in your local community and on a global scale - that are transforming our industry and shaping the future. With cutting-edge technology and a network of experts, you’ll have the resources to make a real impact. Our award-winning training and development programs are designed to expand your technical expertise and leadership skills, helping you build the career you’ve always envisioned. Here, you’ll find a welcoming workplace built on respect, collaboration and community - where you have the freedom to grow in a world of opportunity. 

As an Equal Opportunity Employer, we believe in your potential and are here to help you achieve it. All your information will be kept confidential according to EEO guidelines. Artificial intelligence will be used to support the screening, assessment, and selection of applicants for this role. Final hiring decisions are made by the hiring team.