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Job DescriptionAECOM is seeking an experienced and highly organized Office Administration Manager to oversee daily office operations and ensure the smooth running of administrative functions in our Calgary office. This role is responsible for managing office resources, supervising administrative staff, and providing operational support to leadership and employees. The ideal candidate is proactive, detail-oriented, and thrives in a fast-paced environment.
The responsibilities of this position include, but are not limited to:
Office Operations & Administration
Oversee day-to-day office operations to maintain a productive and professional work environment.
Manage office supplies, equipment, and vendor relationships.
Ensure compliance with health, safety, and security regulations.
Point of contact for office equipment, boardroom technology and supplies needed on a day-to-day basis.
Works with the Regional Facilities Manager to perform regular facilities management for the office.
Responsible for the Managing of Reception personnel, and providing back up support as required.
Office event coordination
Project Administration Support
Provide senior level administrative support to area Business Lead (BL) including, but not limited to; Utilize advanced level MS Word skills to prepare and format client report submissions using AECOM Word templates.
Manage and coordinate BLs schedule
Prepare monthly management reports as required from Salesforce and other sources
Schedule and attend planning meetings with BL to review and discuss upcoming initiatives, programs and weekly action items; schedule to be dictated by BL
Engage with BL for appropriate execution of contracts and other documents
Staff & Team Support
May supervise administrative and support staff, providing training and performance management.
Act as the main point of contact for staff requests related to office operations.
Support leaders and departments with scheduling, logistics, and documentation.
Coordinates local on-boarding for new hires.
Communication & Records Management
Draft and distribute internal communications and announcements.
Maintain accurate office records and Records Management system (digital and physical).
Support HR with onboarding documentation and administrative compliance.
Leadership & Strategic Support
Identify and implement process improvements to enhance efficiency.
Partner with leadership and other departments on organizational initiatives and special projects.
Represent the office with professionalism when liaising with external stakeholders.
Minimum requirements:
Post-secondary education in Business Administration, Office Management, or related field + 4 years of experience in office administration, with at least 2 years in a supervisory or management role or demonstrated equivalency of experience and/or education
Strong knowledge of office procedures, budgeting, and vendor management.
Excellent organizational, multitasking, and problem-solving skills.
Strong written and verbal communication abilities.
Proficiency in MS Office Suite (Word, Excel, Outlook, PowerPoint) and familiarity with office management software.
Preferred qualifications:
5+ years of experience in office administration, with at least 2 years in a supervisory or management role
Strong leadership and team management skills
Ability to maintain confidentiality and always demonstrate professionalism.
Attention to detail and high level of accuracy.
Ability to work independently and prioritize competing demands.
Strong interpersonal skills with a customer-service mindset.
Adaptability and resilience in a dynamic workplace.
Additional Information
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 2024. 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.
