Executive - Admin

Introduction

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Wake up each day to be part of a
global movement
.A movement tomake an impact. A movement togo for it!

A movement toprovide best-in class solutions. A movement to beempowered. A movement todo the right thing.

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You will be responsible for implementing and managing core administrative functions for the UAE region. This role ensures full compliance with UAE labor laws and adherence to global AIT Standards.

Office & Facility Management

• Oversee day-to-day office operations across both Mainland and Jebel Ali offices, ensuring a smooth, efficient, and professional working environment.
• Manage office facilities, including workspace planning, seating allocations, meeting room schedules, and overall office upkeep.
• Coordinate with building management, JAFZA authorities, and facility vendors for maintenance, repairs, security access, and operational permissions.
• Manage pantry operations—including stock levels, vendor coordination, and cost optimization.
• Work closely with the regional leadership team for the identification and evaluation of new office facilities for business expansion, ensuring alignment with global branding standards and managing end-to-end vendor coordination and negotiations.

• Identify, evaluate, and manage relationships with key vendors (office supplies, cleaning services, pantry vendors, stationery suppliers, freight partners, courier services, etc.).
• Negotiate contracts to secure optimal pricing and service quality while maintaining cost efficiency.
• Review and track vendor performance and
  ** escalate
  * * service breaches when necessary.
• Maintain a vendor master database with compliance documents, contracts, and renewal timelines.

• Prepare and monitor the administrative budget for the UAE region (office rent, utilities, supplies, travel, events, facility management).
• Identify areas of administrative leakage and implement cost-saving initiatives without compromising service quality.
• Review monthly statements, invoices, and expenses, ensuring accuracy before submitting for approvals.

• Coordinate with PROs for employee visa processing, renewals, cancellations, and related documentation.
• Ensure timely and accurate management of residency permits, Emirates , health insurance, and associated regulatory steps.
• Keep updated with UAE immigration laws and ensure full compliance.
• Ensure compliance with JAFZA and Mainland authorities’ requirements, including First Aid & Emergency, OFC, Trakees, JAFZA Portal operations, Dubai Civil Aviation, NAFL training, and others.
• Uphold company ethics and compliance standards across all HR and administrative activities.

• Bachelor’s degree in Human Resources, Business Administration, or related field (mandatory).
• 2–4 years of experience in HR and administration within the UAE.
• Prior experience handling UAE visa processing, PRO coordination, and JAFZA/Mainland compliance.
• Strong understanding of UAE Labour Law, JAFZA requirements, and immigration processes.
• Strong interpersonal and communication skills with the ability to handle confidential matters.
• Ability to multitask, prioritize, and work effectively in a fast‑paced environment.
• Proactive problem‑solving approach with strong organizational skills.
• Experience in logistics, shipping, or supply chain industry is an added advantage but not mandatory.
• Detail‑oriented with strong follow‑through skills.
• Employee‑centric mindset with the ability to build trust.
• Culturally sensitive and adaptable.

AIT Worldwide Logistics is a global freight forwarder that helps its customers grow by expanding access to markets all over the world where they can sell and/or procure raw materials, components, and finished goods. For more than 40 years, the America’s-based supply chain solutions leader has relied on a consultative approach to build a global network and trusted partnerships in nearly every industry, including aerospace,…