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Executive - Admin

ID
2026-6637
Category
Administrative/Clerical
Position Type
Regular Full-Time

Introduction

Come move the world with us!  

 

Wake up each day to be part of a  global movement. A movement to make an impact. A movement to go for it! A movement to provide best-in class solutions. A movement to be empowered. A movement to do the right thing. 

Make AIT Worldwide Logistics the next stop on your career journey! 

 

See what our teammates say about working at AIT Worldwide Logistics.  

Overview

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. 

Responsibilities

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.

Vendor Management & Procurement

  • 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.

Administrative Budgeting & Cost Control

  • 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.

Visa, Regulatory Management & Compliance 

  • Coordinate with PROs for employee visa processing, renewals, cancellations, and related documentation.
  • Ensure timely and accurate management of residency permits, Emirates ID, 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.

Qualifications

  • 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.

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. 

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, Middle East 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.

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