Project Administrator - Document Control

AECOM Middle East Ltd; Dubai; On-site; AED 100,440 - 156,240; Full time

Benefits offered by this job

Medical coverage

Paid leave

Professional development

Retirement savings plan

Business travel insurance

Job summary

AECOM Middle East Ltd is seeking a Project Administrator - Document Control in Dubai, UAE. You will support transportation and infrastructure projects through efficient document control, comunicação, meeting coordination, and confidential records management.

Responsibilities include organizing electronic/physical files, using ACONEX/EDMS, and assisting the Project Manager and engineers with administrative tasks to ensure timely project delivery.

Qualifications

• Degree or diploma in Civil Engineering or administration
• 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
• Experience with civil engineering, transportation, infrastructure, or construction projects
• Strong knowledge of document control and records management
• Proficiency with ACONEX and EDMS

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, reports, and administrative notices
• Maintain confidential project records in accordance with information management procedures
• Organize electronic and physical files for quick retrieval
• Register incoming and outgoing correspondence, reports, submissions, and supporting project records
• Maintain document indexes, distribution records, and revision histories
• Use ACONEX and EDMS to upload, distribute, track, and retrieve project information
• Monitor document workflows and follow up on pending reviews and approvals
• Coordinate project meetings, agendas, and minutes
• Prepare periodic administrative status updates for the Project Manager

Skills

Project administration

Administrative support

Stakeholder communication

Calendar management

Education

Degree or diploma in Civil Engineering or administration

Tools

ACONEX

EDMS

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Job description

Project Administrator - Document Control

Location: Dubai, United Arab Emirates

Industry: Civil Engineering

Function: Administrative Support

Experience: 6-10 years

Job Type: Full-time

Overview

Project 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 information.

Job Details

Country: United Arab Emirates

City: Dubai

Industry: Civil Engineering

Function: Administrative Support

Salary: 9,000-14,000 (Estimated based on similar jobs; confirm final offer with the employer)

Gender: Any

Candidate Nationality: Any

Job Type: Full-time

Role Context

The 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 accurately.
• Register 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 information.
• Monitor 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 documentation.
• Record 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 Profile

• Degree 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 materials.
• High level of confidentiality and discretion when handling sensitive project information.
• Excellent organizational skills and the ability to manage multiple priorities.
• Strong written and verbal communication skills in English.
• Confident coordination with engineers, project managers, clients, contractors, and external stakeholders.
• Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and related office applications.
• Careful attention to accuracy, document traceability, deadlines, and follow‑up.
• Ability to work independently while contributing effectively within a multidisciplinary project team.
• Professional, dependable, and service‑oriented approach to project support.

Skills Set

• Project administration
• Administrative support
• ACONEX
• EDMS
• Document management
• Document registration
• Correspondence control
• Revision tracking
• Records management
• Electronic filing
• Confidential records
• Meeting coordination
• Agenda preparation
• Minutes of meetings
• Action tracking
• Report preparation
• Presentation support
• Travel coordination
• Calendar management
• Data entry
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Microsoft Outlook
• Stakeholder communication
• Office procedures
• Process improvement
• Project filing systems
• Infrastructure project support
• Document traceability

Why Join Us

This position offers the opportunity to support major transportation and infrastructure projects while working closely with technical, construction, and project management professionals. The role provides broad exposure to project communication, digital document systems, stakeholder coordination, and site administration within Dubai's established Civil Engineering sector. Experienced administrators with ACONEX, EDMS, and UAE project knowledge remain important to the successful delivery of large developments. The position can support future progression into senior project administration, document control leadership, project coordination, or information management roles.

Eligible employees may receive benefits based on employment status and company policy, including medical coverage, disability insurance, life insurance, paid leave, wellbeing resources, employee assistance services, professional development, business travel insurance, recognition programmes, retirement savings support, and other employment benefits.

About the Company

AECOM is a global infrastructure consulting firm providing engineering, design, programme management, construction supervision, and project support services. Its multidisciplinary teams deliver transportation, buildings, water, energy, and environmental projects while maintaining structured communication, reliable information management, and coordinated project delivery.