Project Administrator

Project Administrator
- Document ControlLocation: Dubai, United Arab EmiratesIndustry: Civil EngineeringFunction: Administrative SupportExperience: 6-10 yearsJob Type: Full-timeOverviewProject Administrator
- Document Control in Dubai, United Arab Emirates is a Civil Engineering hiring opportunity for an experienced administrative professional supporting transportation and infrastructure projects. The role coordinates project communication, confidential records, meetings, correspondence, electronic document systems, travel arrangements, and daily office operations while maintaining accurate and accessible project DetailsCountry: United Arab EmiratesCity: DubaiIndustry: Civil EngineeringFunction: Administrative SupportSalary: 9,000-14,000 (Estimated based on similar jobs; confirm final offer with the employer)Gender: AnyCandidate Nationality: AnyJob Type: Full-timeRole ContextThe Project Administrator will provide structured administrative and document support to the Project Manager, engineers, site personnel, clients, and external stakeholders. The position ensures that project information is recorded, distributed, protected, and retrieved efficiently throughout the delivery lifecycle. Reliable coordination is essential to maintaining communication between office and site teams, supporting timely decisions, and preventing delays caused by missing records or incomplete follow‑up. The successful candidate will also identify opportunities to improve filing, communication, meeting, and document control procedures.

Key Responsibilities
Act as a central communication link between the Project Manager, engineers, site staff, clients, contractors, and external contacts.
Coordinate the timely distribution of project correspondence, instructions, reports, and administrative notices.
Maintain confidential project records in accordance with approved information management procedures.
Organize electronic and physical files so that documents can be retrieved quickly and incoming and outgoing correspondence, reports, submissions, and supporting project records.
Maintain document indexes, distribution records, revision histories, and filing structures.
Use ACONEX and electronic document management systems to upload, distribute, track, and retrieve project document workflows and follow up on pending reviews, approvals, responses, and overdue actions.
Coordinate project meetings, seminars, presentations, workshops, and client sessions.
Prepare meeting agendas, attendance records, presentation materials, and supporting accurate meeting minutes and distribute actions to responsible stakeholders.
Track meeting decisions and follow up on outstanding commitments until completion.
Provide word processing, data entry, clerical, filing, and general office support.
Screen incoming mail, email, telephone calls, and requests before directing them to the appropriate team member.
Prepare letters, memoranda, reports, schedules, presentations, and routine correspondence.
Coordinate business travel, accommodation, transportation, and itinerary requirements for project personnel.
Maintain computerized records of project users, contacts, referrals, and administrative activities.
Protect sensitive project, employee, client, and commercial information from unauthorized disclosure.
Support engineers and site personnel with document searches, report compilation, and administrative requests.
Coordinate with document control, commercial, technical, and project management teams.
Maintain calendars and arrange appointments, review meetings, inspections, and stakeholder engagements.
Monitor office supplies, administrative resources, and routine service requirements.
Review existing office procedures and recommend practical improvements.
Help standardize templates, registers, filing systems, and communication workflows.
Prepare periodic administrative status updates for the Project Manager.
Manage several competing requests while maintaining accuracy and agreed response times.
Perform other project administration duties assigned by the Project Manager.
Attend in‑person Day1 onboarding at an AECOM office as a condition of employment.
Ideal ProfileDegree or diploma in Civil Engineering, administration, or another relevant discipline.
UAE equivalency certificate is mandatory where required.
Minimum 6‑10 years of experience in project administration, document coordination, or a similar role.
At least 3‑5 years of relevant work experience in the UAE.
Previous experience supporting civil engineering, transportation, infrastructure, or construction projects.
Practical experience using ACONEX is strongly preferred.
Familiarity with electronic document management systems and controlled project workflows.
Strong knowledge of correspondence registration, document distribution, revision control, and records management.
Ability to prepare professional minutes, reports, letters, and presentation level of confidentiality and discretion when handling sensitive project organizational skills and the