Office Administrator

JOB PURPOSE

The Office Administrator is responsible for providing administrative support across all departments, both back-office and front-office functions, ensuring efficient day-to-day operations. The role focuses on coordination, reporting, organisation, and maintaining accurate documentation and filing systems to support overall business activities.

DUTIES AND RESPONSIBILITIES

• Provide administrative support across all departments
• Manage email enquiries and handle incoming calls, including taking messages and redirecting as necessary
• Manage the purchase requisition process, including preparing and issuing requisitions, recording goods receivings in the system, and notifying relevant personnel upon receipt of orders and deliveries
• Assist walk-in customers with unplanned requests for parts or detergents by opening the store, recording items taken, and guiding them to proceed with payment at the cash office. This applies only to unplanned visits; pre-booked requests are handled by the FSS representative as per standard procedure
• Perform data entry tasks and prepare reports as required
• Follow up on pending correspondence, requests, or documentation to ensure timely completion
• Provide cover for the cashier when required
• Maintain and monitor employee attendance records and update the Shireburn Scheduler
• Ensure all visitors are properly signed in and recorded in the reception logbook
• Take and process bulk orders for delivery, including preparing invoices
• Carry out any other duties as required in line with operational needs and management instructions

Core competencies

• Communication Skills: Communicates clearly and professionally across phone, email, and in-person interactions
• Customer Service Orientation: Provides courteous, efficient support to internal and external customers
• Administrative & Organisational Skills: Manages administrative tasks, documents, and office workflows efficiently
• Attention to Detail: Ensures high accuracy in data entry, reporting, and documentation
• Time Management: Prioritises tasks effectively to meet deadlines and handle multiple duties
• Problem-Solving: Addresses issues proactively and follows up on pending tasks without prompting
• Technical Proficiency: Uses office systems, invoicing tools, and attendance software confidently
• Teamwork: Collaborates well with colleagues and supports tasks across departments when needed
• Adaptability: Adjusts quickly to changing priorities and business needs

QUALIFICATIONS AND EXPERIENCE

1. Qualifications

• Minimum secondary or post-secondary education
• Competent in MS Office (Word, Excel, PowerPoint)
• Fluent in both written and spoken Maltese and English

1. Experience

• Previous experience in administration or a similar role is considered an asset