Business Administrator – Invoice Processing And Document Support

Business Administrator – Invoice Processing and Document Support

At AECOM, we're delivering a better world. Whether improving your commute, keeping the lights on, providing access to clean water, or transforming skylines, our work helps people and communities thrive. We are the world's trusted infrastructure consulting firm, partnering with clients to solve the world's most complex challenges and build legacies for future generations.

There has never been a better time to be at AECOM. With accelerating infrastructure investment worldwide, our services are in great demand. We invite you to bring your bold ideas and big dreams and become part of a global team of over 50,000 planners, designers, engineers, scientists, digital innovators, program and construction managers and other professionals delivering projects that create a positive and tangible impact around the world.

We're one global team driven by our common purpose to deliver a better world. Join us.

Job Description

AECOM is seeking a detail-oriented, organized, and proactive Business Administrator to be located in LA, or Ontario. The Business Administrator will be full-time on-site as an AECOM consultant at the office of our commuter railroad client located in Pomona, CA. The ideal candidate will combine strong financial support skills (reviewing, tracking and processing invoices) with high-level organizational and administrative abilities (scheduling, file management and data entry) as well as technical writing capabilities (SOPs and reports). This role requires meticulous data entry, preparation of project-related documentation, and the initiative to optimize filing systems.

Key Responsibilities

• Invoice & Financial Processing.
• Review, verify, and process incoming vendor invoices, ensuring accuracy of amounts and approvals.
• Enter data into Excel tracking worksheets and financial software to monitor expenditures.
• Identify discrepancies and collaborate with internal teams or vendors to resolve billing issues.
• Administrative Support & Document Management.
• Organize and maintain departmental electronic files, ensuring all records are up to date.
• Perform data entry and data review to bring archival files into compliance.
• Manage calendars, maintain schedules, and coordinate meetings for managers and staff.
• Assemble and format project documents, including close-out and inspection reports.
• Technical Writing & SOP Development.
• Draft, edit, and maintain Standard Operating Procedures (SOPs) to document departmental workflows.
• Create and update technical documentation, project checklists, and user-friendly manuals.
• Review documentation with Subject Matter Experts (SMEs) to ensure technical accuracy.

Qualifications

Minimum Requirements

• BA/BS + None or demonstrated equivalency of experience and/or education.

Preferred Qualifications

• 2+ years of experience in business administration, office management, or project support roles.
• Education: Bachelor's degree in Business Administration, Accounting, or related field preferred.
• Technical Skills: Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Organization: Strong organizational skills with high attention to detail and ability to prioritize tasks independently.
• Technical Writing: Proven ability to write clear, concise procedures (SOPs) and professional reports.
• Communication: Excellent written and verbal communication skills.
• Attention to Detail: Meticulous review of documents and data to identify errors.
• Proactivity: Self-starter who can identify inefficiencies and improve processes.
• Process Oriented: Ability to map out and document workflows.

Additional Information

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.

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.