Business Operations Administrator, Federal Services

AECON•Charlotte, NC

20d•Hybrid

About The Position

Aecon is seeking a Business Operations Administrator for its U.S. Federal Services team. This is a hybrid role based in Charlotte, NC, reporting to the Senior Director, Federal Compliance. The position serves as a shared administrative and coordination resource, supporting day-to-day operations, proposal coordination, records and reporting, and administrative tasks for multiple directors and departments. As part of a new U.S. federal business sector, this role will be instrumental in developing and maintaining compliant processes and controls. The position requires U.S. citizenship due to access to nuclear facilities and information governed by U.S. federal regulations.

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.