Administrator - Multidisciplinary

Job description

Company Description AECOM is seeking a Administrator - Multidisciplinary to be based in South Africa's Enterprise Capabilities office in Centurion . This position will support a team locally based in South Africa and Global Teams. As a part of AECOM's culture, it offers a flexible hybrid work arrangement which accommodates both office and out-of-office work schedules. About Enterprise Capabilities Fundamental to our Think and Act Globally strategy and digital adoption, Enterprise Capabilities (EC) is AECOM’s primary vehicle for workshare. Operating across geographic boundaries and time-zones, EC partners with regional and Global Business Line project teams to provide technical expertise, accelerate delivery and keep AECOM competitive in the industry. With a team of over 3000 technical professionals located across nine countries and remote technical anchors, EC teams are trusted to deliver high-quality, specialist services that help to fill capability gaps, resourcing needs and technical constraints on projects of all scopes and sizes. Start here. Grow here. Job Description Here is what you will be doing: Administrative is required from the EC team on bids under $1M across the UK and Ireland, providing consistent, high‑quality administrative and production assistance to technical bid teams. The role focuses on delivering structured, reliable support in the templating, formatting and visual enhancement of bid submissions. This is an administrative role and is not intended to operate as a bid assistant or bid manager. Its purpose is to provide essential backend support to ensure bid documents are well‑presented, visually consistent, compliant and submission‑ready. EC administration bid support will work closely with capture managers to ensure the smooth production of tender response documents. The role requires strong attention to detail, excellent document production skills and a proactive, service‑oriented mindset. Summary To provide administrative and production support to technical bid teams, ensuring documents are submission-ready through the creation of bid templates, document formatting, quality control and simple graphic elements that support tender responses. EC bid administration support will operate effectively in a fast‑paced, deadline‑driven environment. This role requires the ability to manage multiple small tasks concurrently while maintaining a consistently high level of accuracy and presentation quality. The individual will demonstrate a calm, professional approach and take pride in producing well‑structured, compliant and submission‑ready documents. Key responsibilities Bid administration and document production Create bespoke bid response documents using standard bid templates, ensuring alignment with corporate brand and client instructions. Set up tender specific bid documents at the start of each bid, including a response structure, clear section signage, headers/footers, styles and placeholder text. Access tender portals (where required) to upload clarification questions, distribute incoming tender updates to the capture manager and upload final submission document(s). Tidy, format and quality-check bid responses prior to submission, ensuring consistency, accurate grammar/spell-checking and professional presentation. Apply final formatting checks, including pagination, cross-referencing and table of contents page updates. Support compilation of final submission files (Word, PDF, portal uploads) by following clear instructions from the capture manager. Graphics and visual support Create and amend simple bid graphics (e.g. organisational charts, process diagrams, timelines, icons and infographics) using agreed brand styles. Update existing visuals to reflect bid-specific requirements and ensure consistency across the submission. Support basic page layout tasks, such as arranging tables, call‑outs and visual elements to improve readability and flow. Administrative support to bid teams Assist with gathering and inserting standard content such as CVs, project sheets and corporate information into bid response documents. Use Oscar to efficiently locate and retrieve standard bid responses, CVs, project examples and other reusable content to support rapid document assembly. Ensure CVs and project profiles/examples are formatted consistently using agreed templates and tailored to the clients requirements where required. File and organise bid submission and raw graphic files within agreed folder structures to support knowledge sharing and easy retrieval. Qualifications Here is what we are looking for: Must be administrative, formatting and document production focused Experience using Adobe InDesign and PDF editing tools is essential (including Microsoft Office Package: Word, Powerpoint, excel etc.) Demonstrable experience working with structured documents, applying detailed formatting and quality control. Advanced Microsoft Word document formatting skills (headers and footers, styles, tables of contents, cross-references). Strong PowerPoint skills for slide formatting and visual layout. Working knowledge of Microsoft Excel. Experience producing and amending basic graphics and diagrams. High attention to detail and a methodical approach to document preparation. Ability to follow instructions and work to defined standards and processes. Ability to work positively under pressure and meet submission deadlines. Strong organisational skills with the ability to manage competing priorities. Professional, collaborative approach. Behavioral attributes Highly organised with a structured and dependable working style. Takes pride in producing polished, accurate and consistent outputs. Calm and composed under pressure. Proactive and willing to support where required within defined scope. Collaborative and service-oriented; works well as part of a wider bid support network. Comfortable working with colleagues at all levels. Respects confidentiality and manages sensitive client and commercial information appropriately. Additional Information At AECOM, you will have freedom to grow in a world of opportunity At AECOM, our Freedom to Grow philosophy supports flexibility and balance to help our people thrive. As part of this approach, we ask all hybrid employees to work from an AECOM office at least three days per week. At AECOM, we are committed to maintaining a secure and trustworthy recruitment process and take any fraudulent hiring activity seriously. To support this commitment, all newly hired employees are required to attend an in-person Day 1 onboarding at an AECOM office location as a condition of employment. About AECOM AECOM is proud to offer comprehensive benefits to meet the diverse needs of our employees. Depending on your employment status, 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. AECOM is the global infrastructure leader, committed to delivering a better world. As a trusted professional services firm powered by deep technical abilities, we solve our clients’ complex challenges in water, environment, energy, transportation and buildings. Our teams partner with public- and private-sector clients to create innovative, sustainable and resilient solutions throughout the project lifecycle – from advisory, planning, design and engineering to program and construction management. AECOM is a Fortune 500 firm that had revenue of $16.1 billion in fiscal year 2025. Learn more at aecom.com. What makes AECOM a great place to work You will be part of a global team that champions your growth and career ambitions. Work on groundbreaking projects - both in your local community and on a global scale - that are transforming our industry and shaping the future. With cutting-edge technology and a network of experts, you’ll have the resources to make a real impact. Our award-winning training and development programs are designed to expand your technical expertise and leadership skills, helping you build the career you’ve always envisioned. Here, you’ll find a welcoming workplace built on respect, collaboration and community - where you have the freedom to grow in a world of opportunity. As an Equal Opportunity Employer, we believe in your potential and are here to help you achieve it. All your information will be kept confidential according to EEO guidelines.