Administration & Operations Executive

We are seeking an organised and reliable Administration & Operations Executive to take ownership of daily administrative activities, delivery arrangements and warehouse organisation. This hands-on role also includes accounting administration, reporting and customer service.

You will manage your workload independently, follow activities through to completion and resolve routine issues within established procedures. You will liaise directly with the Purchasing Department, external accountants and customers, escalating matters that require management approval.

Key responsibilities

Stock and warehouse administration

• Manage delivery arrangements for medical devices and stock to customers, verify quantities, prepare material, issue delivery documentation and follow up outstanding deliveries.
• Liaise with the Purchasing Department to finalise delivery arrangements and resolve quantity or delivery discrepancies.
• Monitor stock availability, flag shortages and maintain an orderly warehouse with clearly organised and documented stock.

Administration and accounting support

• Maintain, file and review accounting documentation, ensuring records are accurate, complete and available when required.
• Handle routine correspondence with external accountants and follow up payment-related queries and documentation.
• Prepare, update and share administrative and operational reports, highlighting discrepancies and matters requiring action.
• Organise daily administrative priorities and ensure outstanding tasks are followed through promptly.

Sales and customer service back-up

• Handle routine customer enquiries and provide administrative support for sales activities.
• Provide cover for the shop assistant when required, taking responsibility for customer service and routine shop activities during that cover.

About you

• Currently residing in Malta.
• Ability to speak and write in English; Maltese and Italian would be an advantage.
• Experience in administration, operations or warehouse support, with the ability to manage routine responsibilities independently.
• Strong organisational skills, attention to detail and the ability to prioritise tasks and meet deadlines.
• A proactive approach to resolving routine issues, with sound judgement about when to seek approval or escalate a matter.
• Clear communication skills and confidence dealing with customers, colleagues and external contacts.
• Proficiency in Microsoft Office, particularly Excel, and confidence maintaining records and preparing reports.
• Discretion when handling financial and confidential business information.
• Experienced with stock and warehouse administration, accounting documentation, retail customer service or a healthcare / pharmaceutical environment would be an advantage.