Project Administrator - Infrastructure Support

AECOM Middle East Ltd; Dubai; On-site; AED 78,000 - 123,000; Full time

Job summary

AECOM Middle East Ltd in Dubai is seeking a Project Administrator - Infrastructure Support to organize the project office and support engineering teams. You will coordinate information, meetings, correspondence, and records to ensure confidential, accurate, and retrievable documentation.

The role requires strong organization, experience with Aconex, and the ability to handle multiple priorities in a busy project office.

Qualifications

• Bachelor's Degree or Diploma plus relevant professional experience.
• Minimum 5 years in project administration roles, 3+ years in UAE.
• Experience supporting engineering/construction/infrastructure projects.
• Strong organization, document handling, and confidentiality.
• Familiarity with Aconex and project document workflows.

Responsibilities

• Act as an administrative coordination point between PM, engineers, site staff, clients and external contacts.
• Organize project meetings, seminars, client sessions and internal coordination activities.
• Prepare meeting agendas, materials, supporting documents and minutes.
• Track actions and ensure information reaches responsible project personnel.
• Provide word processing, filing, and general project administration support.
• Screen incoming correspondence and direct to appropriate team members.
• Arrange project-related travel for PM and engineering personnel.
• Maintain confidential reports, records and project documentation.

Skills

Project administration

Aconex

Document management

Meeting coordination

Travel coordination

Records management

Office administration

Data entry

Education

Bachelor's Degree

Diploma

Tools

Microsoft Office

Aconex

Job description

Job Snapshot

Project Administrator - Infrastructure Support Job Snapshot

Role: Project Administrator - Infrastructure Support
Location: Dubai, United Arab Emirates
Industry: Civil Engineering
Function: Administrative Support
Experience: Minimum 5 years, including at least 3 years in the UAE
Job Type: Full-time

Job Details

Country: United Arab Emirates
City: Dubai
Industry: Civil Engineering
Function: Administrative Support
Salary: 7000-11000
Gender: Any
Candidate Nationality: Any
Job Type: Full-time

Role Context

The Project Administrator keeps the project office organized and responsive so engineering and site teams can concentrate on technical delivery. Working closely with the Project Manager and engineering personnel, the role coordinates information, meetings, correspondence, records, office requirements, and routine administrative workflows. Reliable document handling is particularly important in an infrastructure environment where project decisions, communications, meeting records, and supporting documentation must remain accurate, confidential, and readily retrievable.

Key Responsibilities

• Act as an administrative coordination point between the Project Manager, engineers, site staff, clients, and external contacts.
• Organize project meetings, seminars, client sessions, and internal coordination activities.
• Prepare meeting agendas, presentation materials, supporting documents, and meeting minutes.
• Track meeting actions and help ensure relevant information reaches responsible project personnel.
• Provide word processing, clerical, filing, photocopying, and general project administration support.
• Screen incoming correspondence, emails, and telephone calls and direct them to the appropriate project team members.
• Prepare routine correspondence and coordinate responses where authorized.
• Arrange project-related travel for the Project Manager and engineering personnel when required.
• Maintain confidential reports, correspondence, records, and supporting project documentation.
• Establish logical filing arrangements that allow project information to be retrieved efficiently.
• Support document and information workflows using Aconex where applicable.
• Perform administrative and research assignments requiring an understanding of organizational procedures and project structures.
• Maintain computerized records associated with project activities and referred service users where required.
• Coordinate stationery, office supplies, and other routine project office requirements.
• Monitor administrative needs and help prevent shortages or disruptions to office operations.
• Assist project personnel with document preparation and administrative requirements during periods of high activity.
• Maintain professional communication with internal teams, clients, consultants, and external parties.
• Support the Project Manager with administrative priorities and ad hoc project requirements.
• Identify inefficient office processes and recommend practical improvements.
• Help standardize administrative procedures to improve information flow and project office efficiency.
• Maintain discretion when working with confidential commercial, project, employee, or stakeholder information.
• Perform additional project administration duties assigned by the Project Manager.

Ideal Profile

Candidates should hold a Bachelor's Degree, Diploma, or an equivalent combination of education and relevant professional experience.

A minimum of 5 years of experience in comparable project administration roles is required, including at least 3 years of experience in the UAE. Previous Middle East project exposure is preferred.

Experience supporting engineering, construction, transportation, or infrastructure project teams will be particularly useful because the position requires regular interaction with technical personnel and project stakeholders.

The successful candidate should be highly organized, comfortable handling several administrative priorities simultaneously, and capable of maintaining accurate records in a busy project office.

Previous Aconex experience is preferred, particularly for candidates familiar with structured project correspondence and document management environments.

Skills Set

• Project administration
• Aconex
• Document management
• Project correspondence
• Meeting coordination
• Meeting minutes
• Agenda preparation
• Presentation support
• Records management
• Electronic filing
• Confidential documentation
• Travel coordination
• Office administration
• Word processing
• Data entry
• Administrative reporting
• Telephone and email coordination
• Client communication
• Project filing systems
• Office supply coordination
• Engineering team support
• Stakeholder coordination
• Process improvement
• Document retrieval
• Project office procedures

Why Join Us

Large transportation and infrastructure programmes depend on disciplined administration as much as technical engineering delivery. This position offers direct exposure to a multidisciplinary project environment in Dubai while developing valuable experience in project coordination, engineering administration, document workflows, and stakeholder communication. The combination of infrastructure exposure and Aconex-based project administration can also provide a strong foundation for progression into senior project administration, document control, project coordination, or broader project management support roles.

About the Company

AECOM is a global infrastructure consulting organization providing engineering, design, planning, environmental, programme, and construction management services. Its multidisciplinary teams support transportation, buildings, water, energy, and infrastructure projects, combining technical expertise with coordinated project delivery across complex developments.