Administrative Specialist

Administrative Specialist AECOM is seeking an Administrative Specialist 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. Responsibilities include: Providing administrative and program support primarily within the Contracts Office while supporting other functional units as needed Serving as a floating/shared administrative resource for offices lacking dedicated administrative staff Preparing, proofreading, and formatting correspondence, reports, presentations, spreadsheets, and other documentation Managing calendars, scheduling meetings, coordinating interviews, and prioritizing action items for leadership Coordinating conferences, webcasts, trainings, and special events, including meeting room reservations, facilities coordination, A/V setup, catering, materials preparation, and logistics; attending meetings and taking notes as needed Supporting onboarding and offboarding processes, including system access, facilities coordination, projected and actual start dates, and tracking activities Maintaining well-organized digital and hard-copy files; ensuring document quality control and compliance with prescribed formats and document control standards Leading complex and diverse administrative assignments from conception through completion with minimal supervision Collaborating with other administrative staff to support growing program needs and ensure workload coverage Assisting with change management tracking and administrative process improvements Coordinating and processing travel activities, including Travel Request Forms, compiling travel details, booking coordination, revisions, and Travel Expense Claims (iExpense) Supporting office supply requests and inventory using Coupa, ensuring accurate tracking and timely fulfillment Tracking and managing personnel-related administrative processes, including: PRF (Position Request Form) tracking through all approval steps Requisition Forms for open positions Candidate interview scheduling Supporting leads by meeting regularly to review project status, plan key events, upcoming travel, and prioritize open action items Interacting and communicating effectively with all organizational levels, including CHSRA staff, management, contractors, vendors, and external partners Anticipating business and operational needs; proactively troubleshooting issues and taking initiative to resolve administrative challenges Utilizing Microsoft Word, Excel, PowerPoint, Outlook, Teams, Visio, ProjectWise, SharePoint, Adobe Creative Cloud, and other enterprise systems to accomplish work Supporting with facility related duties including but not limited to; badging access, mail sorting, vendor coordination, and Fedex shipping Assisting and supporting with project asset management Assisting and supporting with office/project events as needed 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 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 ProjectWise 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 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 2024. Learn more at aecom.com. 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 communitywhere 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.

Created: 2026-03-04