Project Administrator - Transportation Projects

AECOM Corporation; Dubai; On-site; AED 60,000 - 100,000; Full time

Benefits offered by this job

medical

dental

vision coverage

life and disability insurance

paid time off

leave arrangements

employee assistance programs

well-being resources

business travel insurance

retirement savings plans

employee stock purchase opportunities

Job summary

AECOM is seeking a Project Administrator to provide administrative, secretarial, and coordination support to its transportation project team in Dubai, United Arab Emirates.

The role involves managing daily project office activities, coordinating meetings, maintaining confidential records, handling correspondence, and supporting the Project Manager, engineers, and site personnel with administrative requirements.

Qualifications

• No minimum education or years of experience specified; responsibilities focus on project office administration.

Responsibilities

• Provide day-to-day administrative and secretarial support to the Project Manager, engineers, and site personnel.
• Act as a point of coordination between the project office, internal departments, and external contacts.
• Assist with organizing administrative activities to support the efficient operation of the project office.
• Perform word processing, clerical, photocopying, filing, and other office support duties.
• Carry out administrative, organizational, and research tasks requiring an understanding of company policies and organizational structure.

Job description

Project Administrator - Transportation Projects Job Snapshot - Role: Project Administrator - Location: Dubai, United Arab Emirates - Industry: Civil Engineering - Function: Administrative Support - Experience: Not specified - Job Type: Full Time - Work Arrangement: On-site Position Overview AECOM is seeking a Project Administrator to provide administrative, secretarial, and coordination support to its transportation project team in Dubai, United Arab Emirates.

The position involves managing daily project office activities, coordinating meetings, maintaining confidential records, handling correspondence, and supporting the Project Manager, engineers, and site personnel with administrative requirements. The successful candidate will help maintain an organized and efficient project office by ensuring that documentation, communication, meeting arrangements, travel requests, and office resources are managed effectively. The role requires an understanding of organizational procedures and the ability to coordinate administrative activities with internal teams and external contacts.

Job Details - Country: United Arab Emirates - City: Dubai - Industry: Civil Engineering - Function: Administrative Support - Salary: Not disclosed - Gender: No Preference - Candidate Nationality: Not specified - Job Type: Full Time - Work Arrangement: On-site

Key Responsibilities

• Provide day-to-day administrative and secretarial support to the Project Manager, engineers, and site personnel.
• Act as a point of coordination between the project office, internal departments, and external contacts.
• Assist with organizing administrative activities to support the efficient operation of the project office.
• Perform word processing, clerical, photocopying, filing, and other office support duties.
• Carry out administrative, organizational, and research tasks requiring an understanding of company policies and organizational structure.
• Support the implementation of established office procedures and administrative requirements.
• Perform additional project-related duties as assigned by the Project Manager.

Meetings and Project Coordination

• Coordinate and organize meetings, seminars, and other project-related activities involving internal teams and external clients.
• Assist in preparing meeting agendas, presentations, and supporting documentation.
• Attend meetings when required and prepare accurate minutes and records of discussions.
• Coordinate meeting arrangements and communicate relevant information to participants.
• Liaise with the Project Manager, engineers, site staff, and external contacts to facilitate effective communication.
• Follow up on administrative arrangements associated with project meetings and office activities.

Correspondence and Communication

• Screen incoming emails, postal correspondence, and telephone calls.
• Respond to routine communications or redirect correspondence to the appropriate personnel when necessary.
• Assist with preparing, processing, and distributing project-related correspondence.
• Maintain organized records of incoming and outgoing communications.
• Support communication between the project office, external clients, and other relevant contacts.
• Handle confidential information and correspondence with appropriate discretion.

Records Management and Filing

• Maintain confidential project records, reports, correspondence, and supporting documentation.
• Organize physical and electronic filing systems to facilitate accurate recordkeeping and efficient information retrieval.
• Ensure administrative documents are filed systematically and remain accessible to authorized personnel.
• Maintain computerized records of service users referred to the project.
• Assist with updating and organizing project office records as required.
• Support the preparation and maintenance of administrative documentation associated with project activities.

Travel and Office Resource Coordination

• Organize and coordinate project-related travel requests for the Project Manager and engineers when required.
• Assist with administrative arrangements associated with approved project travel.
• Monitor office stationery and supply requirements.
• Coordinate the ordering and availability of stationery and other office supplies.
• Support the organization of office resources required for daily project activities.

Administrative Process Improvement

• Review existing administrative workflows and identify opportunities to improve office efficiency.
• Recommend improvements to internal processes and project office procedures.
• Assist with implementing administrative practices that support effective communication, filing, and coordination.
• Maintain an organized working environment that supports the operational requirements of the project team.

Relevant Skills and Competencies

• Effective communication with project managers, engineers, site personnel, and external contacts.
• Meeting coordination, agenda preparation, presentation support, and minute taking.
• Administrative correspondence, word processing, and clerical support.
• Organization and maintenance of confidential records and filing systems.
• Handling incoming communications and directing enquiries appropriately.
• Coordination of project-related travel requests and office supplies.
• Computerized recordkeeping and information retrieval.
• Understanding of organizational policies and administrative procedures.
• Ability to organize multiple office activities and respond to changing project requirements.
• Attention to detail when preparing documents, maintaining records, and handling correspondence.
• Ability to identify practical improvements to administrative processes.

Education and Experience

AECOM has not specified a minimum educational qualification, professional certification, or number of years of experience for this vacancy. The responsibilities require the ability to perform project office administration, maintain accurate records, coordinate meetings, handle confidential information, and provide effective support to project management and engineering personnel.

Recruitment and Onboarding

AECOM is committed to maintaining a secure and trustworthy recruitment process and takes fraudulent hiring activities seriously. All newly hired employees are required to attend an in-person Day 1 onboarding session at an AECOM office location as a condition of employment.

Working at AECOM

AECOM provides opportunities to work alongside multidisciplinary professionals involved in transportation, infrastructure, engineering, and project management. Employees are supported through access to professional expertise, learning resources, and training and development programs designed to strengthen their capabilities and support career growth.

Benefits

• medical
• dental
• vision coverage
• life and disability insurance
• paid time off
• leave arrangements
• employee assistance programs
• well-being resources
• business travel insurance
• retirement savings plans
• employee stock purchase opportunities

Company Culture

AECOM promotes a workplace based on respect, collaboration, and inclusion. As an Equal Opportunity Employer, the company supports fair employment practices and handles candidate information confidentially in accordance with applicable equal employment opportunity guidelines.

About AECOM

AECOM is a global infrastructure consulting firm providing professional services across transportation, water, environment, energy, and buildings. The company works with public- and private-sector clients to develop innovative, sustainable, and resilient solutions to complex infrastructure challenges. Its multidisciplinary teams deliver services throughout the project lifecycle, including advisory, planning, design, engineering, program management, and construction management. AECOM brings together more than 50,000 professionals worldwide, including planners, designers, engineers, scientists, digital specialists, and construction management professionals. A Fortune 500 company, AECOM reported revenue of $16.1 billion in fiscal year 2025.

Official Website: aecom.com

Job Reference: J10159835 Business Line: Transportation Business Group: DCS Strategic Business Unit: ME and Africa Career Area: Administration