HR Admin Assistant

About the Company

This opportunity arises within AESG, a renowned specialist consultancy, engineering, and advisory firm with headquarters in London, Riyadh, Singapore, Dubai, Cape Town, Cairo, and Sydney. AESG operates across the Middle East, Europe, and Asia, excelling in building engineering, planning and infrastructure, strategy and advisory, as well as commissioning, handover, and asset management. AESG is recognized for its leadership in sustainable design, fire and life safety, cost management, façade engineering, commissioning, building performance, waste management, environmental consultancy, carbon management, and acoustics.

Job Purpose

The HR Admin Assistant will be responsible for overseeing and coordinating travel arrangements for employees, ensuring all aspects such as flights, accommodations, ground transportation, and car rentals are handled efficiently and cost-effectively. The role supports smooth travel operations across the AESG group while providing administrative assistance to the Operations team and other departments.

Key Responsibilities

• Organize and coordinate employee travel including flights, hotels, car rentals, and itineraries.
• Manage travel requirements for the global AESG group, including negotiating agreements and setting up credit facilities in multiple countries (UAE, KSA, UK, Singapore, Australia, Egypt, South Africa).
• Support travel budget management ensuring compliance with company policies.
• Develop and maintain relationships with travel vendors and service providers to secure competitive rates and services.
• Liaise with travel agencies to ensure contractual obligations are met for bookings.
• Resolve travel-related issues such as cancellations, delays, or changes promptly.
• Prepare necessary travel documentation and obtain required approvals before bookings.
• Educate employees on travel policies and tools and ensure adherence to guidelines.
• Generate reports on travel expenses and trends for management review.
• Provide excellent customer service for employee travel inquiries.
• Offer general administrative support to the Operations team and other departments as needed.

Qualifications and Experience

• Bachelor's degree or diploma in Business Administration, Hospitality, Tourism, or related disciplines.
• At least 2 to 3 years of experience coordinating travel and providing administrative support within the UAE.
• Proficient in travel booking platforms, expense management, and travel policies.
• Strong organizational, communication, and multitasking skills.
• Comfortable with Microsoft Office; experience with ERP and travel management software is favorable.

Competencies

• Leadership and management capabilities, including initiative and work ethic, with readiness for increasing responsibilities.
• Effective communication and collaboration skills, demonstrating professionalism and responsive teamwork.
• Basic technical knowledge relevant to travel coordination and company processes, with a focus on continuous learning.
• Creative problem solving and innovation in work approaches.
• Stakeholder engagement and ability to manage relationships with internal teams and external providers.
• Strategic understanding of company mission, values, and operational processes.
• Efficient time management and planning, including prioritization and calendar management.
• Contribution to operational delivery and consultancy support with attention to accuracy and process adherence.
• Commitment to AESG values and employee-centric process compliance.
• Growing commercial awareness and business development understanding.

Additional Information

This role is based in Dubai with a full-time onsite work arrangement in the Human Resources function. TALENTMATE provides a platform for job seekers and employers but advises applicants to conduct their own verification of employers and exercise caution against sharing sensitive personal or financial information.