PDS Administrator 3

AECOM • Sacramento, CA

9h

About The Position

AECOM is seeking PDS Administrator 3 for one of our offices in Sacramento, CA . This role will provide comprehensive administrative, operational, and facilities support for the Contracts Office. This role serves as a flexible, shared-services resource supporting offices without dedicated administrative staff, leading complex administrative processes, coordinating facilities needs, ensuring continuity of operations, and maintaining compliance with established procedures. Provide administrative and program support primarily within the Contracts Office while supporting other functional units as needed Serve as a floating/shared administrative resource for offices lacking dedicated administrative staff Prepare, proofread, and format correspondence, reports, presentations, spreadsheets, and other documentation Manage calendars, schedule meetings, coordinate interviews, and prioritize action items for leadership Coordinate conferences, webcasts, trainings, and special events, including meeting room reservations, facilities coordination, A/V setup, catering, materials preparation, and logistics; attend meetings and take notes as needed Support onboarding and offboarding processes, including system access, facilities coordination, projected and actual start dates, and tracking activities Maintain well-organized digital and hard-copy files; ensure document quality control and compliance with prescribed formats and document control standards Lead complex and diverse administrative assignments from conception through completion with minimal supervision Collaborate with other administrative staff to support growing program needs and ensure workload coverage Assist with change management tracking and administrative process improvements Coordinate and process travel activities, including Travel Request Forms, compiling travel details, booking coordination, revisions, and Travel Expense Claims (iExpense) Support office supply requests and inventory using Coupa, ensuring accurate tracking and timely fulfillment. Track and manage personnel-related administrative processes, including: PRF (Position Request Form) tracking through all approval steps Requisition Forms for open positions Candidate interview scheduling Support leads by meeting regularly to review project status, plan key events, upcoming travel, and prioritize open action items Interact and communicate effectively with all organizational levels, including CHSRA staff, management, contractors, vendors, and external partners Anticipate business and operational needs; proactively troubleshoot issues and take initiative to resolve administrative challenges Utilize Microsoft Word, Excel, PowerPoint, Outlook, Teams, Visio, ProjectWise, SharePoint, Adobe Creative Cloud, and other enterprise systems to accomplish work Support with facility related duties including but not limited to; badging access, mail sorting, vendor coordination, and Fedex shipping Assist and support with project asset management Assist and support with office/project events as needed

Requirements

• BA/BS + 4 years of related experience or demonstrated equivalency of experience and/or education
• Strong proficiency with Microsoft Office Suite (Outlook, Teams, Word, Excel, PowerPoint)
• Ability to manage multiple priorities, deadlines, and changing demands in a fast-paced environment
• Strong attention to detail and ability to work in a time-conscious and efficient manner
• Effective verbal and written communication skills with diverse audiences, including management, coworkers, contractors, and external partners
• Job-related technical knowledge necessary to complete assigned duties

Nice To Haves

• Ten (10) years of progressively responsible administrative or program support experience
• Experience supporting public-sector or large infrastructure programs
• Demonstrated experience composing and preparing professional correspondence, reports, and presentations
• Knowledge of ProjectWise and SharePoint document control systems
• Proficiency with Adobe Creative Cloud (Photoshop, Illustrator)
• Experience supporting facilities coordination, space planning, or office logistics
• Demonstrated ability to manage complex administrative processes independently
• Excellent organizational, communication, and stakeholder coordination skills

Responsibilities

• Provide administrative and program support primarily within the Contracts Office while supporting other functional units as needed
• Serve as a floating/shared administrative resource for offices lacking dedicated administrative staff
• Prepare, proofread, and format correspondence, reports, presentations, spreadsheets, and other documentation
• Manage calendars, schedule meetings, coordinate interviews, and prioritize action items for leadership
• Coordinate conferences, webcasts, trainings, and special events, including meeting room reservations, facilities coordination, A/V setup, catering, materials preparation, and logistics; attend meetings and take notes as needed
• Support onboarding and offboarding processes, including system access, facilities coordination, projected and actual start dates, and tracking activities
• Maintain well-organized digital and hard-copy files; ensure document quality control and compliance with prescribed formats and document control standards
• Lead complex and diverse administrative assignments from conception through completion with minimal supervision
• Collaborate with other administrative staff to support growing program needs and ensure workload coverage
• Assist with change management tracking and administrative process improvements
• Coordinate and process travel activities, including Travel Request Forms, compiling travel details, booking coordination, revisions, and Travel Expense Claims (iExpense)
• Support office supply requests and inventory using Coupa, ensuring accurate tracking and timely fulfillment.
• Track and manage personnel-related administrative processes, including: PRF (Position Request Form) tracking through all approval steps Requisition Forms for open positions Candidate interview scheduling
• Support leads by meeting regularly to review project status, plan key events, upcoming travel, and prioritize open action items
• Interact and communicate effectively with all organizational levels, including CHSRA staff, management, contractors, vendors, and external partners
• Anticipate business and operational needs; proactively troubleshoot issues and take initiative to resolve administrative challenges
• Utilize Microsoft Word, Excel, PowerPoint, Outlook, Teams, Visio, ProjectWise, SharePoint, Adobe Creative Cloud, and other enterprise systems to accomplish work
• Support with facility related duties including but not limited to; badging access, mail sorting, vendor coordination, and Fedex shipping
• Assist and support with project asset management
• Assist and support with office/project events as needed

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 5,001-10,000 employees