Client Administration Executive

Key Responsibilities

• Data Maintenance: Oversee the integrity of corporate records by accurately updating and managing customer accounts and profile details within the company databases.

• Proposal Management: Generate, dispatch, and monitor commercial quotes while updating proposal statuses and tracking necessary follow-ups.

• Onboarding Documentation: Formulate essential onboarding documentation, including engagement terms and service agreements, whilst interfacing with the AML division to streamline compliance approvals.

• Project Administration: Establish new assignments within internal platforms, mapping out specific budget limits, income projections, and operational schedules.

• Timesheet Supervision: Review time-tracking inputs across the unit to guarantee accuracy, chasing professional staff for outstanding or flawed entries to safeguard billing precision.

• Billing Management: Coordinate the end-to-end invoicing workflow in alignment with corporate guidelines, collaborating with internal stakeholders to issue timely fee statements.

• Cross-Functional Coordination: Serve as the central point of contact between fee earners, leadership, and head-office departments to ensure seamless service delivery.

Qualifications, Skills, and Attributes

• Education: A minimum of O-level qualifications, which must include Mathematics and English.

• Experience: At least two years of background in an administrative capacity, with prior exposure to invoicing or billing procedures viewed favourably.

• 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: Highly developed verbal and written capabilities, enabling clear articulation when interfacing with internal departments and senior leadership.

• Interpersonal Skills: A collaborative, team-centric mindset paired with a constructive outlook that strengthens workplace relationships.

• Technical Skills: Strong digital literacy with established proficiency in operating Microsoft Office software.

• Organisation: Good time management capabilities and structural skills to handle multiple tasks concurrently.

• Self-Motivated: A proactive individual who drives assignments forward and independently monitors ongoing administrative cycles.

• Problem-Solving: Resilient and resourceful in addressing discrepancies in internal logs, timesheets, or workflow delays.

What's on Offer

• Compensation: A competitive salary complemented by a performance bonus and an introduction incentive scheme.

• Working Hours: Standard office hours with adaptable scheduling arrangements available for this non-legal function. The position operates on a hybrid model comprising two remote working days and three office-based days.

• Other Benefits: Comprehensive health insurance coverage, a corporate pension scheme, educational study leave, and regular company social gatherings.

• Career Development: Opportunities for professional growth and advancement within a dynamic and expanding company, supported by continuous internal training.