Admin Assistant / Travel Coordinator

About AESG

AESG is a renowned Specialist Consultancy, Engineering, and Advisory Firm with offices across London, Riyadh, Singapore, Dubai, Cape Town, Cairo, and Sydney. Operating throughout the Middle East, Europe, and Asia, AESG specializes in Building Engineering, Planning and Infrastructure, Strategy and Advisory, and Commissioning, Handover and Asset Management. The firm prides itself on industry leadership with extensive experience in sustainable design, fire and life safety, cost management, façade engineering, commissioning, building performance, waste management, environmental consultancy, carbon management, and acoustics.

Job Purpose

• Manage and coordinate comprehensive employee travel plans including flights, accommodation, ground transportation, car rentals, and itinerary creation.
• Ensure efficient, cost-conscious, and policy-compliant travel operations within AESG while providing administrative support to the Operations team and other departments.

Qualifications and Experience

• Possess a Bachelor's degree or diploma in Business Administration, Hospitality, Tourism, or a related discipline.
• Have 2 to 3 years of experience in travel coordination and administrative assistance within the UAE.
• Demonstrate strong proficiency with travel booking platforms, travel policies, and expense management.
• Exhibit excellent organizational, communication, and multitasking capabilities.
• Be skilled in Microsoft Office; familiarity with ERP and travel management systems is a plus.

General Expectations

• Display some prior relevant experience and foundational competencies.
• Be at an early career stage.

Key Responsibilities

• Research, organize, and coordinate employee travel including flights, hotels, ground transportation, and itineraries.
• Manage travel arrangements for multiple global locations, negotiating agreements and establishing credit facilities across UAE, KSA, UK, Singapore, Australia, Egypt, and South Africa.
• Assist with travel budget management ensuring adherence to company policies.
• Maintain and foster relationships with travel vendors and service providers to secure optimal rates and quality service.
• Oversee interactions with travel agencies ensuring compliance with contractual obligations.
• Resolve travel-related complications such as cancellations, delays, or itinerary changes promptly.
• Prepare necessary travel documentation and secure approvals before bookings.
• Inform employees about travel policies and tools to ensure compliance.
• Generate reports outlining travel expenses and trends for management review.
• Deliver excellent customer service by promptly addressing employee travel inquiries.
• Provide general administrative support to the Operations team and other divisions.

Competencies

• Leadership and management: Initiative-taking, learning from mentors, strong work ethic, and readiness for increased responsibilities.
• Communication and collaboration: Clear verbal and written communication, active listening, professionalism, teamwork, patience, and responsiveness.
• Technical knowledge and expertise: Developing foundational skills, understanding industry terms, company processes, and relevant tools.
• Creativity and innovation: Generating ideas, thinking creatively, participating in brainstorming.
• Stakeholder focus and relationship building: Managing internal and external stakeholders and supporting third-party vendor relationships.
• Strategic vision and planning: Understanding company mission, values, and strategic goals, and role-related basics.
• Time management and planning: Prioritizing tasks, managing calendars, and improving efficiency in daily responsibilities.
• Industry experience and thought leadership: Contributing across projects and sharing insights.
• Operational delivery: Assisting with project or task execution efficiently and accurately.
• Leadership/team management: Acting as an individual contributor with focus on teamwork, communication, and problem-solving aligned with AESG values.
• Commercial acumen: Awareness of costs related to tasks.
• Problem solving and decision making: Understanding and applying decision processes with guidance.
• Employee focus and process compliance: Emphasizing employee-centric approaches and explaining related processes and policies to colleagues.