Business Operations Administrator, Federal Services

Aecon•Charlotte, NC

21d•Hybrid

About The Position

Aecon delivers some of the most complex and impactful infrastructure projects — from transformative transportation networks to critical energy, industrial and nuclear programs. The projects we build connect communities and power future generations. With deep roots in North America and a strong footprint internationally, Aecon brings global expertise and proudly serves public and private sector clients through its Construction and Concessions segment. Safety Always is not only our #1 core value – it is the standard that anchors our culture. We believe the most ambitious projects deserve the most committed people. At Aecon, you won’t just build your career — you’ll help build what matters to enable future generations to thrive. At Aecon, you can count on: Safety Always. Our number one core value. The safety of our people, projects, partners, and stakeholders is our priority focus – today and always. Integrity. We lead by example, with humility and courage. Accountability. We’re passionate about delivering on our commitments. Inclusion. We provide opportunities where people feel valued, supported, and empowered to contribute fully. We deliver infrastructure with purpose, and our people are at the heart of everything we do. Aecon employees are incredibly proud to build some of the most impactful infrastructure of this generation – we call it Aecon Proud. At Aecon we: Ensure you and your family receive the services and benefits needed to support your mental, emotional, and physical well-being. Are intentional when it comes to investing in your development. We help you build your career and advance your skills through our Aecon University, tuition reimbursement, and Leadership Programs. Are committed to creating work environments focused on mutual respect, teamwork, collaboration, and new ideas, through meaningful initiatives, training, and partnerships with Veteran groups, to ensure we are building with top talent and harnessing our collective strengths within every aspect of our culture. Operate responsibly by managing risk, safety, and environmental considerations across all our projects and surrounding communities. Our success is built on the passion, expertise, and dedication of our people. Together, we embrace strong execution, innovation, and continuous improvement — values that come to life through the unique talents and collaborative spirit of every team member. If you’re inspired to make a difference through future-building projects, join our best-in-class team. What is the Opportunity? Reporting directly to the Senior Director, Federal Compliance, the Business Operations Administrator is a shared administrative and coordination resource supporting Aecon’s U.S. Federal Services team. This is a hands-on support role that goes beyond scheduling — helping with proposal coordination, day-to-day operations, records and reporting, and administrative support for multiple directors and departments, along with other duties as assigned. The successful candidate is organized, dependable, and adaptable, and is comfortable supporting a variety of tasks across a growing team. This is a hybrid role based out of Aecon’s Charlotte, NC office. As part of a newly forming U.S. federal business sector, this position will help develop, maintain, and follow the processes and controls that keep the team compliant, supporting compliance assurance day to day. This role is expected to evolve as the business sector evolves, and the successful candidate should be comfortable taking on other duties as assigned. Citizenship Requirement:This position requires access to nuclear facilities and information governed by U.S. federal regulations. As a result, applicants must be U.S. citizens to meet eligibility and security clearance requirements.

Requirements

Post-secondary education in Business Administration or a related field, or equivalent experience.
Minimum 3 years of administrative, office coordination, or business support experience; experience supporting multiple people or a busy team preferred.
Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook) and comfort working in SharePoint; able to maintain trackers and simple reports.
Strong organizational and time management skills, with the ability to juggle multiple tasks and deadlines.
Good written and verbal communication skills; professional and tactful with colleagues, clients, and visitors.
Dependable, resourceful, and adaptable, with a willingness to take on a variety of duties.
Ability to handle confidential information with discretion; knowledge of and compliance with Aecon safety policies and procedures.
U.S. citizens to meet eligibility and security clearance requirements.

Nice To Haves

Experience in a construction, engineering, federal contracting, or professional services environment is a plus.
Exposure to proposal coordination or business development support is a plus.
Experience with procedure documentation and forms is a plus.
Familiarity with expense/travel systems (e.g., Concur) preferred.

Responsibilities

Help maintain the federal opportunity pipeline and capture library, tracking key dates, milestones, and submission deadlines.
Assist with proposal preparation, gathering inputs, formatting, compiling, and proofreading submittals for consistent, professional content.
Maintain a library of federal project experience, past performance, reusable proposal content, and resumes.
Perform basic opportunity research (e.g., SAM.gov) and compile information as requested.
Input and manage data in the CRM and produce customized reports.
Support data gathering for market studies, including the use of AI tools.
Provide shared administrative and coordination support to the Federal Services team, helping track activities and follow-ups.
Maintain and distribute recurring trackers and status reports for leadership.
Track action items from meetings and reviews and follow up to help drive them to closure.
Support onboarding logistics for new Federal Services team members.
Help format and maintain policies, procedures, templates, and forms, and file them in the team’s document system/SharePoint.
Assist in maintaining SharePoint sites, shared drives, and document libraries, keeping files organized and current.
Help document simple processes and job aids as needed.
Provide administrative support to Federal Services leaders, including calendar coordination, meeting scheduling, room booking, agendas, and minutes.
Make travel arrangements and prepare expense reports in Concur in accordance with company policy; maintain travel profiles.
Coordinate logistics for team meetings, workshops, conferences, and trade show/exhibit displays.
Order and maintain office supplies; backfill other office administrators as needed.
Prepare presentations and communications, including recognition of team accomplishments.
Handle sensitive and confidential information with discretion.
Perform other duties as assigned to support the needs of the growing Federal Services team.