Executive - HR & Admin

Introduction

Join us at AIT, where we believe every day presents an opportunity to make a global impact! We’re problem solvers, driven by our curiosity and creativity, in endless pursuit of solutions for our customers. Together, we champion the strength of our global teams. And, as trusted advisors, we go above and beyond, working together in a supportive and collaborative environment to ensure customer satisfaction.  Through the company's continued growth, we challenge ourselves to be better, continuously learning and growing in our dynamic environment. Helping others is at the core of our culture, join us in finding fulfillment by giving back to our local communities as the united team that is AIT.  Find out what our people deliver.® means when you come move the world with us!  Hear directly from our teammates at AIT Worldwide Logistics and make us the next stop on your career journey.

Overview

The HR & Administration Executive will be responsible for overseeing day-to-day office administration, facilities management, employee lifecycle support, immigration coordination, compliance activities, and general HR operations across the UAE. The role requires a highly organized and proactive professional who can effectively manage multiple priorities while ensuring compliance with UAE regulations and company policies.

Responsibilities

Human Resources Operations

• Coordinate employee visa applications, renewals, cancellations, and related immigration processes through external PROs and government authorities.
• Ensure timely processing and renewal of residency permits, Emirates IDs, health insurance, and other statutory requirements.
• Monitor changes in UAE labor and immigration regulations and ensure ongoing compliance.
• Coordinate compliance requirements with JAFZA and Mainland authorities, including regulatory audits, permits, certifications, training requirements, and portal administration.
• Support and uphold company ethics, compliance standards, and governance requirements across all HR and administrative activities.
• Coordinate end-to-end onboarding and offboarding processes, ensuring a seamless employee experience.
• Maintain accurate employee records and update HR information systems, including SAP SuccessFactors.
• Support payroll administration by coordinating attendance records, leave management, employee benefits, and payroll-related documentation.
• Manage employee insurance enrollments, renewals, claims coordination, and associated documentation.
• Prepare employment-related letters, certificates, and HR documentation.
• Respond to routine employee HR queries and provide guidance in line with company policies and UAE labor laws.
• Support procurement activities through Local Purchase Order (LPO) creation and administration.
• Coordinate business card requests, employee documentation, and other HR administrative processes.

Office Administration & Facilities Management

• Oversee daily office operations across both Mainland and Jebel Ali offices, ensuring a professional, efficient, and well-maintained work environment.
• Manage workspace planning, seating allocations, meeting room scheduling, office maintenance, and general office upkeep.
• Support regional leadership in identifying and evaluating new office facilities and expansion projects.
• Manage pantry operations, including inventory control, vendor coordination, and cost optimization initiatives.
• Source, evaluate, and manage vendor relationships for office supplies, cleaning services, pantry requirements, stationery, courier services, freight services, and other administrative needs.
• Negotiate admin vendor contracts to achieve optimal pricing, service quality, and cost efficiencies.
• Prepare and manage the UAE administrative budget, including office rent, utilities, facilities, travel, supplies, and employee events.
• Monitor expenses, review invoices, validate vendor bills, and ensure timely submission for approvals and payment processing.
• Identify opportunities for cost savings and implement efficient administrative processes.
• Assist employees with travel bookings, business trips, relocations, repatriation activities, and related expense management.
• Maintain and monitor office IT inventory while acting as the primary liaison with the Corporate & regional IT team for local technology support and coordination.

Qualifications

• Bachelor's/Master’s degree in Human Resources, Business Administration, or a related discipline.
• 3-5 years of experience in HR and Administration within the UAE.
• Strong understanding of UAE labor law, immigration procedures, visa processes, and employment regulations.
• Experience working with JAFZA and Mainland business operations is highly preferred.
• Hands-on experience with HRIS platforms, preferably SAP SuccessFactors.
• Strong knowledge of Microsoft Office applications, particularly Excel, Word, and PowerPoint.
• Excellent organizational, communication, and stakeholder management skills.
• Ability to handle confidential information with professionalism and discretion.
• Fluent in English

About AIT Worldwide

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, automotive, consumer retail, food, government, healthcare, high-tech, industrial and life sciences. Backed by scalable, user-friendly technology, AIT’s flexible business model customizes door-to-door deliveries via sea, air, ground, and rail—on time and on budget. With expert teammates staffing more than 100 worldwide locations in Asia, Europe, India, and North America, AIT’s full-service options also include customs clearance, warehouse management and white glove services.  Learn more about AIT Worldwide Logistics, our culture and core values in action here.  

 

AIT Worldwide Logistics is an Equal Opportunity Employer – M/F/Veterans/Disabled.  If you are unable to apply online due to a disability, contact Human Resources at 630-766-8300 ext 5218.

What AIT Can Offer You

In addition to base compensation, AIT offers a growing suite of competitive benefits to help our teammates realize their full financial, well-being, personal and professional potential.

AIT Worldwide Logistics benefits available across all global markets

• Vacation/holiday time
• Global employee support program
• Mindfulness tools
• Professional development
• Company events and gatherings
• Five paid volunteer hours through our AIT Cares program

Our competitive employee benefits packages may vary by region and country.