HR Admin Assistant

Due to the continuing success and growth of our AESG team, a fantastic opportunity has opened up at our award-winning Specialist Consultancy, Engineering and Advisory Firm.

We are headquartered in London, Riyadh, Singapore and Dubai, Cape Town, Cairo & Sydney working throughout the Middle East, Europe and Asia. Our areas of expertise are represented in four core verticals: Building Engineering, Planning and Infrastructure, Strategy and Advisory and Commissioning, Handover and Asset Management.

We pride ourselves in being leaders in the industry in each of the services that we offer. We have one of the largest dedicated team with decades of cumulative 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

• Responsible for managing and coordinating employee travel arrangements, including flights, accommodation, ground transportation, car rentals, and travel itineraries.
• Ensures smooth, cost-effective, and compliant travel operations across AESG group while providing administrative support to the Operations team and other departments.
  
  

Qualification / Experience

• Bachelor's degree or diploma in Business Administration, Hospitality, Tourism, or a related field.
• Minimum of 2–3 years' experience in travel coordination and administrative support within the UAE.
• Strong knowledge of travel booking platforms, travel policies, and expense management.
• Excellent organisational, communication, and coordination skills with the ability to manage multiple priorities.
• Proficient in Microsoft Office; experience with ERP and travel management systems is an advantage.
  
  

GENERAL EXPECTANCY

• Some experience and basic competencies demonstrated.
• Typically, in the early stages of their career.
  
  

Responsibilities

• Research, plan and coordinate travel arrangements for employees, including flights, accommodation, ground transportation and itineraries (car rental bookings, flights and hotel).
• Handling all travel requirements for the group (Travel, accommodation, other requirements), including negotiation of agreements and set up of credit facilities worldwide (UAE, KSA, UK, Singapore, Australia, Egypt and South Africa).
• Assist in managing travel budgets and ensure compliance with company policies.
• Establish and maintain relationships with travel vendors and service providers to secure the best rates and services.
• Managing relationships with travel agencies and ensuring the contractual requirements are fulfilled with every booking.
• Address and resolve travel-related issues such as cancellations, delays, or changes in plans.
• Prepare travel documentation and ensure all necessary approvals are obtained prior to booking.
• Educate employees on travel policies, travel tolls and ensure adherence to guidelines.
• Generating reports on travel expenses and trends for management review.
• Provide excellent customer service to employees and respond to inquiries related to travel.
• General admin support to Operations team and other divisions.
  
  

COMPETENCIES

• Leadership / Management skills - Taking initiative, learning from mentors, and demonstrating a strong work ethic. Displaying potential will be earmarked to take on additional responsibilities or more intricate tasks.
• Communication / Collaboration - Clear verbal and written communication, active listening, and professional etiquette. Effectively convey ideas and information to colleagues and supervisors. Team player (collaboration), helpful, patient, friendly and respond promptly.
• Technical Knowledge / Expertise - Developing a foundational understanding relevant to the role. Acquiring basic skills, tools, technology familiarity and industry terminology. Learning company processes and building a strong foundational skills set to support professional growth.
• Creativity / Innovation - Learn to think outside the box, generate ideas, and contribute to brainstorming sessions. They also explore different techniques for sparking creativity.
• Stakeholder Focus / Relationship Building - Understanding the importance of internal stakeholder management. Supporting in the management of third-party providers.
• Strategic Vision / Planning - Understanding the company's mission, values, and basic strategic goals, including the basics of their role, company processes, and building foundational skills.
  
  

Demonstrated Knowledge Base And Professional Skillset

• Time Management / Planning - Actively practice time management techniques. Learn to create to-do lists, manage their calendars, and prioritise tasks. They become more efficient at handling their day-to-day responsibilities.
• Industry Experience / Thought Leadership - Ability to work on a wide variety of project tasks, contributing to multiple tasks, the team and division (Operations). Actively contribute to their field by sharing insights and ideas.
• Operational Delivery - Assist the operations / consultancy team and contribute to the successful delivery of projects or tasks. Learn to execute tasks efficiently and accurately, often following established procedures.
• Leadership / Team Management Experience - Individual contributor – focusing on personal tasks and responsibilities, developing foundations skills, such as teamwork, communication and problem-solving. Upholding AESG core values.
• Commercial Acumen / Business Development - Growing awareness of costs associated with designated tasks.
• Problem Solving / Decision Making - Focusing on understanding the decision-making process, identifying problems, and solving them with guidance when required.
• Employee Focus / Process Compliance - Individuals are introduced to the fundamentals of the employee-centric approach, recognising that the employees are the heart of AESG success. They can able to explain processes and policy to their fellow colleagues.