HR Admin Assistant

About AESG

AESG is a renowned specialist consultancy, engineering, and advisory firm with a presence in London, Riyadh, Singapore, Dubai, Cape Town, Cairo, and Sydney. The company operates across the Middle East, Europe, and Asia, focusing on four primary verticals: Building Engineering, Planning and Infrastructure, Strategy and Advisory, and Commissioning, Handover and Asset Management. AESG is recognized for its leadership in diverse services including sustainable design, fire and life safety, cost management, façade engineering, commissioning, building performance, waste management, environmental consultancy, carbon management, and acoustics.

Job Purpose

The role involves efficiently managing and coordinating all aspects of employee travel arrangements such as flights, accommodation, ground transportation, and car rentals. The aim is to ensure smooth, cost-effective, and policy-compliant travel operations throughout AESG, while providing essential administrative support to the Operations team and other departments.

Responsibilities

• Plan, research, and coordinate travel logistics for employees, including booking flights, hotels, ground transportation, and car rentals.
• Oversee travel requirements across the AESG group, negotiating agreements and establishing credit facilities in various regions worldwide including UAE, KSA, UK, Singapore, Australia, Egypt, and South Africa.
• Assist in managing travel budgets and ensure all travel adheres to company policies.
• Develop and maintain strong relationships with travel vendors and service providers to secure the best rates and services.
• Manage interactions with travel agencies ensuring compliance with contractual obligations for all bookings.
• Handle travel disruptions such as cancellations, delays, or changes and resolve associated issues promptly.
• Prepare and organize travel documentation and obtain necessary approvals before bookings are finalized.
• Educate employees on travel policies and tools, ensuring policy adherence.
• Generate detailed reports on travel expenses and patterns for management review.
• Deliver high-quality customer service by responding to employee travel-related inquiries.
• Provide general administrative support to the Operations team and other departments.

Qualifications and Experience

• Bachelor's degree or diploma in Business Administration, Hospitality, Tourism, or a related discipline.
• Minimum 2 to 3 years of practical experience in travel coordination and administrative roles within the UAE.
• In-depth familiarity with travel booking platforms, travel policy enforcement, and managing expenses.
• Strong organizational, communication, and multitasking abilities.
• Proficiency in Microsoft Office; experience with ERP and travel management software is advantageous.

General Expectations and Competencies

• Demonstrates basic competencies and foundational experience, typically early in career development.
• Exhibits leadership and management potential by taking initiative and learning from mentors.
• Maintains clear communication and teamwork skills, including active listening and professional etiquette.
• Develops technical expertise relevant to the role and learns company processes and industry terminology.
• Encourages creativity and innovation by exploring new ideas and solutions.
• Focuses on building stakeholder relationships and managing third-party providers efficiently.
• Understands company mission, strategic goals, and basic planning principles related to their role.
• Employs effective time management and planning techniques.
• Contributes to the team and operations by supporting project delivery and administrative tasks.
• Upholds AESG’s core values and focuses on personal development and teamwork.
• Develops commercial awareness and business development insight.
• Applies problem-solving skills and decision-making with appropriate guidance.
• Promotes employee-centric approaches and compliance with internal processes and policies.