Office Administrator

About Our Client

Our Client is an established organisation within the manufacturing sector, serving customers in Malta and overseas. The Business has developed a diverse operation and places strong importance on quality, continuous improvement and delivering a dependable service.

Role Overview

Heroix is collaborating with our Client within the manufacturing sector to recruit an Office Administrator. This is a varied position combining front-office responsibilities with general administration, payroll preparation support, HR assistance and basic finance-related duties. The successful candidate will be professional, approachable and confident when welcoming visitors, while also being comfortable supporting different departments across the Business.

Key Responsibilities

• Front Office Support: Oversee the reception function, welcome visitors in a courteous and professional manner, answer telephone calls, respond to general enquiries and ensure messages reach the appropriate individuals.

• Visitor Administration: Support workplace access procedures by maintaining accurate visitor records and carrying out the necessary front-desk checks.

• Payroll Preparation: Compile employee attendance and working-time information, including additional hours and relevant adjustments, to support the preparation of payroll.

• Attendance Records: Review employee timekeeping data for completeness, follow up with supervisors and departmental leads regarding missing or unclear entries, and make the necessary updates to the relevant system.

• Office Supplies: Keep track of workplace consumables, identify replenishment requirements, communicate with suppliers, discuss pricing where appropriate and arrange purchases.

• Facilities Coordination: Arrange for office maintenance and repair requirements to be addressed, liaising with the appropriate service providers when necessary.

• Mail and Deliveries: Organise outgoing correspondence and items for dispatch, including business documentation, payments and courier consignments, ensuring they are correctly prepared and recorded.

• Company Events: Assist the HR Manager with the coordination and practical arrangements required for internal events and employee activities.

• Finance Administration: Provide administrative assistance to the Accounts team, including entering costing information into the Company's management system, maintaining supplier records and supporting routine finance administration.

• HR Administration: Work closely with the HR Manager on documentation, record-keeping and other day-to-day administrative requirements within the HR function.

• General Administration: Provide practical administrative assistance across departments and undertake additional responsibilities that may arise according to the needs of the Business.

Qualifications, Skills and Attributes

• Education: A good standard of education is required, together with the ability to carry out administrative and numerical tasks accurately.

• Experience: Previous exposure to an office environment or a comparable administrative position is preferred.

• 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: Clear and professional communication skills are essential when dealing with employees, visitors, suppliers and external contacts.

• Interpersonal Skills: A welcoming and confident manner is important, particularly as the role involves regular interaction with visitors and employees throughout the Business.

• Professional Presentation: The successful candidate should present themselves professionally and be comfortable taking an active role in greeting and assisting people arriving at the office.

• Technical Skills: Good general computer literacy is required, together with the ability to work with attendance records, administrative systems and basic financial information.

• Organisation: Strong planning and prioritisation skills are needed to manage several administrative responsibilities while maintaining accurate records and meeting deadlines.

• Self-Motivated: A proactive and dependable approach is important, with the willingness to take ownership of routine tasks and assist colleagues when required.

• Problem-Solving: The ability to identify missing information, follow up with the relevant individuals and resolve everyday administrative matters efficiently is essential.

What's on Offer

• Compensation: A competitive salary package reflecting the successful candidate's experience and suitability for the position.

• Working Hours: Monday to Friday, from 8:00 am to 4:00 pm.

• Health Insurance: Health insurance cover is provided as part of the employee benefits package.

• Career Development: Opportunities to broaden your administrative experience and develop professionally within an established organisation.

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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