Distribution Administrator - FMCG

About Our Client
Our Client is an established Maltese business within the food manufacturing sector, sourcing fresh raw materials through close relationships with local producers. The Company maintains high standards across product quality, food safety and operational hygiene, while contributing to the sustainability of Malta’s agricultural sector. Its operations support the consistent availability of essential consumer food products throughout the Maltese Islands.

Role Overview
Heroix is collaborating with our Client to recruit a Distribution Administrator to support the administrative and operational activities of its distribution and temperature-controlled storage function. Reporting to the relevant departmental manager, the successful candidate will help maintain accurate records, coordinate distribution-related documentation, update operational systems and resolve day-to-day administrative matters. This position is well suited to an organised and detail-focused individual who enjoys working in a fast-paced FMCG environment and interacting with different departments.

Key Responsibilities

• Distribution Documentation: Review delivery, billing and supporting documentation on a daily basis, checking that records, dates, authorisations and other required information are complete and consistent.

• Returns Administration: Process product return documentation and ensure the relevant information is accurately reflected within the Company's ERP system.

• Operational Support: Assist with routine matters arising within distribution and cold-storage activities, escalating issues where appropriate and carrying out agreed corrective actions.

• System Coordination: Monitor operational system matters affecting the department and follow up on technical issues to support continuity of daily activities.

• Cross-Departmental Coordination: Work closely with teams including Finance and Marketing to facilitate efficient information flow and support effective service delivery.

• Management Support: Provide administrative assistance to the Distribution Executive and wider department, including supporting the introduction and application of internal procedures.

• Fuel Monitoring: Gather vehicle fuel documentation each month and maintain accurate spreadsheet records to support the monitoring and analysis of fleet fuel usage.

• Account Reconciliation Support: Investigate outstanding discrepancies involving customer invoices and credit documentation, identifying inaccuracies and arranging the necessary corrections.

• Product Invoicing: Prepare and process billing relating to designated raw and frozen products supplied to customers in Malta and overseas markets.

• Route Administration: Maintain customer distribution information by processing approved route amendments and updating account addresses and related details.

• Order Processing: Enter manual orders, complimentary stock transactions and cash-sale information into the Company's business system when required.

• Stock Adjustments: Record product write-offs and items designated for reprocessing within the system for temperature-controlled storage operations.

• Temperature Monitoring: Prepare comprehensive temperature-monitoring reports, including graphical information, covering both Company-operated and third-party transport vehicles.

• General Administration: Carry out other reasonable duties connected with the department's activities as business requirements arise.

Qualifications, Skills and Attributes

• Education: An MQF Level 4 qualification is preferred. Relevant practical experience may also be considered where it demonstrates the competencies required for the position.

• Experience: Candidates should ideally have three to four years of relevant experience within an administrative, distribution, logistics or comparable role, preferably gained within the FMCG sector.

• Language Skills: Excellent command of English is required to succeed in this role. The ability to communicate in Maltese would be an asset.

• Communication Skills: Strong written and verbal communication abilities are required, together with the capacity to prepare clear and accurate operational reports.

• Interpersonal Skills: A cooperative approach and the ability to build effective working relationships with colleagues across different departments are important for this position.

• Technical Skills: Good computer literacy is essential, particularly proficiency in Microsoft Excel, together with previous exposure to ERP or comparable business-management software.

• Organisation: Strong planning and administrative capabilities are required to manage documentation, system updates and competing daily priorities accurately.

• Self-Motivated: A proactive and results-focused attitude, with the confidence to work independently and take ownership of assigned responsibilities.

• Problem-Solving: Sound analytical ability and a practical approach to identifying discrepancies, investigating operational issues and determining appropriate next steps.

• Attention to Detail: A high degree of accuracy is essential when handling invoices, credit documentation, system entries and operational records.

• Driving Licence: Applicants must hold a valid driving licence.

What's on Offer

• Compensation: A competitive remuneration package based on the successful candidate's experience and qualifications.

• Working Hours: This is a full-time, onsite position.

• Other Benefits: Health insurance is provided as part of the employment package.

• Career Development: Opportunities for professional growth and advancement within a dynamic and expanding company.

What Heroix Offers

• Confidentiality and Discretion: Your job search will be handled with the utmost confidentiality and professionalism.

• CV Review: Receive candid & constructive feedback to enhance your CV.

• Interview Planning: Get personalised prep sessions prior to your interviews.

• Cultural Fit Assessment: Understand the company culture to ensure it's the right environment for you.

• Long Term: Gain insights into the role and company for a long-term, stable career move.

• Exclusive Opportunities: Access a broader range of job opportunities.

• Personalised Candidate Profile: Stand out with a detailed profile highlighting your strengths and skills.

• Ongoing Support and Guidance: Benefit from continuous support throughout your job search process.

• Networking Opportunities: Leverage our extensive network of industry contacts for exclusive positions.

• Time Efficiency: Save time and effort with our efficient and effective recruitment strategies.

• Tailored Job Matching: Find the perfect fit with customised job matching based on your skills and career goals.

• Feedback Loop: Stay informed and engaged with regular updates and feedback on your application status.

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