Project Office Coordinator - Admin & Records Specialist

AECOM; Dubai; On-site; AED 60,000 - 90,000; Full time

Job summary

AECOM in Dubai is seeking a proactive Administrative Assistant to support project offices with secretarial tasks, document control, travel arrangements, and meeting coordination. You will liaise with project managers, engineers, and external contacts to keep operations running smoothly in a fast-paced environment.

The role requires strong organization, attention to detail, and the ability to manage confidential records. Office onboarding Day 1 is part of our secure recruitment process.

Responsibilities

• Liaise effectively with the Project Manager, Engineers, Site Staffs, and external contacts on behalf of the project office.
• Coordinate and organize meetings/seminars within the project office, and with external clients, and assist with the preparation of presentations, agendas and minutes.
• Provide efficient word processing, clerical, photocopying, filing and minute taking duties in respect of the Project.
• Screen incoming mails and telephone calls, action responses & redirect correspondence where necessary.
• Organize and coordinate travel requests for the Project Manager and other Engineers, relating to the project where and when required.
• Maintains confidential records and filing of reports, correspondence and related material for ease of retrieval.
• Performing secretarial, administrative, organizing and research tasks requiring a sound understanding of organization policy and structure.
• Coordinating and ordering of stationary and office supplies.
• Propose improvements to internal processes and procedures for the efficient and effective administration of all office procedures within the project office.
• Keep computerized records of all Service Users who are referred to the project.
• Other duties as assigned by the Project Manager.

Job description

AECOM in Dubai is seeking a proactive Administrative Assistant to support project offices with secretarial tasks, document control, travel arrangements, and meeting coordination. You will liaise with project managers, engineers, and external contacts to keep operations running smoothly in a fast-paced environment.

The role requires strong organization, attention to detail, and the ability to manage confidential records. Office onboarding Day 1 is part of our secure recruitment process.