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5 Dec 2015

AECOM Job Vacancy for End Market Assistant

Job Description

AECOM partners with various communities, clients etc globally with a set objective to develop and implement innovative solutions to the world’s most complex challenges. Professionals are currently needed to join our team in making sure that our set objective is achieved.

AECOM: End Market Assistant

Location: Western Cape

Job Field: Administrative

Roles and Responsibilities of this AECOM Job Vacancy

Office administration

  1. Information to Information Centre
  2. Update/maintain List of Approved Sub-Consultants
  3. Keep and maintain clear and concise Records for Auditing
  4. Client Satisfaction Surveys
  5. Maintain IMS Audit Register and coordinate responses to non-conformance with IMS team
  6. Maintain List of Responsible staff for Projects
  7. Register of Sub-Consultants with FP&A
  8. Arrange for Collection of Tender Documents
  9. Tender Documentation Compilation and liaise with Strategy and Growth to ensure that the latest version of  all company documentation used is for tender purposes
  10. Petty cash for purchase of tender documents
  11. Salesforce Capturing/Maintenance
  12. Maintain Tender Bid Register
  13. All Travel and accommodation Arrangements
  14. Ordering of Flowers / Snack Baskets
  15. Updating of BU Staff Register
  16. 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
  17. Relevant information to new starters
  18. Monitor and record keeping of leave
  19. Workflow Changes in Oracle
  20. Ensure that all Timecards are entered timeously before the weekly deadline
  21. Maintain and update Information in electronic Library
  22. Assist with completion of IT requests Forms
  23. Manage information on BU drive on the server (e.g. correct use of sub-folders, maintain tender folders etc.)
  24. Paper Filing where applicable
  25. Binding/Copying Documents
  26. Messenger Delivery/Collection Notes
  27. Order Stationary and Check for accuracy of the order when delivered
  28. Monitor the usage of stationery
  29. Arrange for Courier where applicable
  30. Assist with completing and submitting training applications
  31. Ensure that vendors for external training and other services  are registered with FP&A
  32. Follow up on payments to vendors for external training
  33. Maintain training register and submit periodically to HR

Assist with financial management:

  1. Assist with financial reports as required
  2. Submit to F&A & Follow-up on Payment of Invoices
  3. Timecard Management
  4. Month end duties as required

Provide Office support

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

Requirements

  1. Minimum 3 years experience in a similar role.
  2. Matric
  3. Post-secondary education in business, computers, or office management will be an advantageous.

Key skills and Competencies

  1. Knowledge, skills and abilities
  2. Proficiency in the use of computer programs for:
  3. MS Office (MS Word, Excel, PowerPoint, Outlook etc.)
  4. Oracle
  5. E-mail – Outlook
  6. Internet

Proficiency in the use of office equipment:

  1. Computer
  2. Voice messaging systems
  3. Fax
  4. Photo copier

Method of Application

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