Business Operations Administrator, Federal Services

What is the Opportunity?

Reporting directly to the Senior Director, Federal Compliance, the Business Operations Administrator is a shared administrative and coordination resource supporting Aecon’s U.S. Federal Services team. This is a hands-on support role that goes beyond scheduling — helping with proposal coordination, day-to-day operations, records and reporting, and administrative support for multiple directors and departments, along with other duties as assigned. The successful candidate is organized, dependable, and adaptable, and is comfortable supporting a variety of tasks across a growing team. This is a hybrid role based out of Aecon’s Charlotte, NC office. As part of a newly forming U.S. federal business sector, this position will help develop, maintain, and follow the processes and controls that keep the team compliant, supporting compliance assurance day to day. This role is expected to evolve as the business sector evolves, and the successful candidate should be comfortable taking on other duties as assigned.

Citizenship Requirement: This position requires access to nuclear facilities and information governed by U.S. federal regulations. As a result, applicants must be U.S. citizens to meet eligibility and security clearance requirements.

What You'll Do Here:

Business Development & Proposal Support

• 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.

Operations Coordination & Reporting

• 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.

Knowledge Management & Records

• 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.

Administrative & Leadership Support

• 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.

General

• 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.

What You Bring to the Team:

• 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.
• 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.
• Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook) and comfort working in SharePoint; able to maintain trackers and simple reports.
• Experience with procedure documentation and forms is a plus.
• Familiarity with expense/travel systems (e.g., Concur) preferred.
• Strong organ