Job Information
AECOM Office & Administration Manager in Taguig City, Philippines
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
The Office & Administration Manager will be responsible in providing support to the Center’s daily office operations, ensuring the smooth running of the office environment, managing administrative tasks, and supporting the needs of various departments as needed. The Office & Administration Manager will also aide in effectively managing and developing the Executive Support and Administration group to provide efficient, high-quality, administrative support to the Global leadership team. This position requires a high level of stakeholder management, organizational and communication skills as well as tact, integrity, professionalism, resourcefulness, ability to prioritize and multi-task, excellent communication skills and the highest degree of confidentiality.
Responsibilities and Duties:
Managing day-to-day administrative tasks such as mail distribution, office supplies procurement, equipment maintenance, and office layout management.
Overseeing the maintenance, security, and functionality of office facilities including managing leases, coordinating office space allocation, and ensuring a safe and productive work environment.
Liaising with vendors and service providers for various office needs, including cleaning services, maintenance contractors, office supplies vendors, and equipment suppliers; Managing relationships with external service providers or vendors that support shared service center operations, such as software vendors or outsourcing partners.
Managing the site's (facility/administration related) budget, expenses, and financial performance. This includes forecasting, budgeting, cost control, and ensuring that financial targets are met.
Ensuring that the site operates in compliance with all health, safety, and environmental regulations and standards. This includes implementing safety protocols, conducting risk assessments, and promoting a culture of safety among employees.
Provide support in organizing company events, meetings, and conferences including coordinating logistics, arranging catering, managing invitations, and overseeing event setup and cleanup.
Managing office records, files, and documentation. Implementing systems for document storage, retrieval, and organization to ensure efficient information management.
Overseeing IT-related tasks such as equipment setup, software installations, troubleshooting technical issues, and coordinating with IT support services. This includes ensuring that technology systems are maintained and upgraded as needed to support operations effectively. (working with Infosys and Local IT Specialist).
Developing and implementing office policies and procedures to ensure consistency, efficiency, and compliance with organizational standards.
Serving as a point of contact for employees regarding office-related inquiries, concerns, and requests. Fostering a positive work environment and addressing employee needs as they arise.
Ensuring that shared service center operations comply with relevant regulations, policies, and industry standards. This includes managing risks related to data security, privacy, and regulatory compliance.
Managing the site's supply chain activities, including procurement, inventory management, and logistics. This includes ensuring the availability of materials and resources needed for production or operations.
Identifying and mitigating risks that may impact the site's operations or business continuity. This includes developing contingency plans, disaster recovery strategies, and crisis management protocols.
Providing leadership support to the Executive Support and Administration team by aiding in creating, maintaining and executing policies and procedures aligned to running smooth stakeholder support operation.
Will work with the senior manager and the team leaders to plan and execute strategy, expansion of scope and growing the support functions, portfolio and the number of executives being supported.
Responsible for hiring staff and working closely with the transitions team for new roles and requirements.
Managing and cultivating relations with all executives and stakeholders being supported by his/her assigned teams.
Facilitating feedback gathering from executives and providing inputs to the team to improve performance.
Resolving issues associated with expense reporting, travel planning, meeting planning and execution, calendar management, timecard submissions, purchase orders, special projects and other administrative tasks being supported by the team.
Providing effective leadership to assigned staff members, ensuring all deadlines and deliverables are met with high quality and in a timely manner.
Be able to manage a team to affect the best results and provide the best customer services for both internal and external customers.
Define, measure and utilize metrics to improve performance of the team.
Motivating team members to achieve their best.
Discovering training needs and providing coaching as needed.
Qualifications
Minimum Requirements:
At least 5 years of managerial experience in a similar role
Good understanding of Office Management, Administrative and Vendor Support functions
Ability to actively engage stakeholders, clients and staff to ensure processes are executed consistently
Excellent stakeholder management, relation, organizational, development, leadership and team management skills
Experience in reporting and analytics
Strong verbal and written communication skills
Knowledge of budget and financial management
Detail-oriented and proven analytical and problem-solving skills
Ability to present, communicate and gain buy-in for improvement initiatives with multiple levels of management across multiple segments of the business
Ability to manage multiple priorities and to thrive under tight deadlines and high-pressure situations.
Additional Information
Attributes
Ability to translate strategies and goals into actionable plans and measurable results. (Strategic Decision Making)
Ability to drive to create experiences and opportunities that will lead to innovation. Ability to guide and influence other to navigate change. (Leading Change)
Ability to oversee day-to-day operational requirements and varied projects that are aligned with the functional goals and objectives. (Operational Management)
Ability to clearly define objectives and set medium to long-term targets for the team that are consistent with and compliant to service delivery agreements, key performance indicators, and polices. (Planning and Organizing)
Ability to effectively communicate and collaborate with various internal and external customers globally. Ability to promote a culture of honest, open, and transparent communication. (Communication)
Ability to maintain a high level of collaboration among multiple internal and external stakeholders to effectively arrive at solutions and develop initiatives. (Collaboration)
Ability to identify and resolve varied and complex issues by applying best practices and technical expertise and has the ability to derive, develop, and recommend solutions for recurring and unique scenarios. (Problem Solving)
Ability to gather, integrate, validate, and analyze wide range of relevant data to develop and communicate resolutions, findings, and recommendations. (Analytical Thinking)
Ability to monitor and measure progress and effectively drive individual and team results that supports the overall goal of the team. Ability to provide regular feedback, guidance, and support to direct reports to achieve desired performance and output. (Results Oriented)
About AECOM
AECOM is the world’s trusted infrastructure consulting firm, delivering professional services throughout the project lifecycle – from advisory, planning, design and engineering to program and construction management. On projects spanning transportation, buildings, water, new energy and the environment, our public- and private-sector clients trust us to solve their most complex challenges. Our teams are driven by a common purpose to deliver a better world through our unrivaled technical and digital expertise, a culture of equity, diversity and inclusion, and a commitment to environmental, social and governance priorities. AECOM is a Fortune 500 firm and its Professional Services business had revenue of $14.4 billion in fiscal year 2023. See how we are delivering sustainable legacies for generations to come at aecom.com and @AECOM.
Freedom to Grow in a World of Opportunity
You will have the flexibility you need to do your best work with hybrid work options. Whether you’re working from an AECOM office, remote location or at a client site, you will be working in a dynamic environment where your integrity, entrepreneurial spirit and pioneering mindset are championed.
You will help us foster a culture of equity, diversity and inclusion – a safe and respectful workplace, where we invite everyone to bring their whole selves to work using their unique talents, backgrounds and expertise to create transformational outcomes for our clients.
AECOM provides a wide array of compensation and benefits programs to meet the diverse needs of our employees and their families. We also provide a robust global well-being program. We’re the world’s trusted global infrastructure firm, and we’re in this together – your growth and success are ours too.
Join us, and you’ll get all the benefits of being a part of a global, publicly traded firm – access to industry-leading technology and thinking and transformational work with big impact and work flexibility. As an Equal Opportunity Employer, we believe in each person’s potential, and we’ll help you reach yours.
All your information will be kept confidential according to EEO guidelines.
ReqID: J10111008
Business Line: Geography OH
Business Group: DCS
Strategic Business Unit: GBS
Career Area: Administration
Work Location Model: Hybrid