PDS Admin III/Project Coordinator

AECOM•Sacramento, CA

About The Position

AECOM is seeking a PDS Administrative Assistant/Project Coordinator for an office in Sacramento, California. The position provides high-level administrative support and requires coordinating multiple priorities in a fast-paced environment. The successful candidate demonstrates strong organizational, communication, and problem-solving abilities, as well as professionalism, adaptability, confidentiality, and a collaborative approach to supporting team operations and project success. The role handles filing, printing, calendaring, coordination, document quality control, and other administrative tasks. It supports project and task leads, administrative staff, and the broader PDS team, including CHSRA. Work includes event and conference coordination, change-management tracking, document preparation and quality control, records maintenance, scheduling, and onboarding and offboarding coordination. Some travel to meeting locations may be involved. Newly hired employees are required to attend an in-person Day 1 onboarding at an AECOM office location. AECOM describes its work environment as welcoming and collaborative, with opportunities for growth, training, and development. Flexible work options may be available depending on employment status.

Requirements

Bachelor’s degree or equivalent combination of education and experience, with at least 4 years of relevant experience.
Strong proficiency with Microsoft Outlook, Teams, Word, PowerPoint, and Excel.
Ability to communicate effectively with management, coworkers, clients, vendors, contractors, and visitors.
Job-related technical knowledge necessary to complete the work.
Ability to attend to detail and work in a time-conscious and time-effective manner.

Nice To Haves

Experience composing and preparing correspondence and reports.
Excellent verbal and written communication skills and experience.
Experience managing multiple and changing demands, details, and deadlines.

Responsibilities

Handle filing, printing, calendaring, coordination, document quality control, and other administrative tasks.
Lead complex and diverse administrative assignments from conception through completion.
Support other administrative support staff as the project grows in size and scope.
Coordinate conferences and events, including meeting-room reservations, logistics, audiovisual needs, meals, and meeting materials; attend meetings and take notes when needed.
Collaborate with other departments on special engagement projects and travel to meeting locations when needed.
Assist with the change-management process and tracking.
Meet regularly with the Task Lead to review project status, plan key events, meetings, and upcoming travel, and prioritize open action items.
Create and maintain presentations, correspondence, reports, spreadsheets, and other documents in response to and anticipation of Task Lead needs.
Maintain organized digital and hard-copy files and records for efficient retrieval.
Communicate with all levels of the PDS team and CHSRA, and develop networks with peers and external professional groups.
Anticipate business needs, troubleshoot problems, take initiative, and provide proactive support.
Manage and maintain the Microsoft Outlook calendar, assist with scheduling within established limits and discretion, and apply an understanding of priorities when scheduling meetings.
Ensure project correspondence and documentation follow prescribed formats.
Support onboarding and offboarding and facilities coordination, including system access, workspace setup, projected and actual start dates, and activity tracking.