Office Administrator

Are you passionate about office administration and ensuring smooth day-to-day operations in a dynamic workplace?

SF1 Clips, an official distributor of Pandora Jewellery in Malta and soon to open Victoria’s Secret is currently seeking an Administrator to join the team.

As an Office Administrator, you are responsible for office operations, administrative tasks, and ensuring efficient workflow within the organization.

Responsibilities:

• Maintaining the Employer's administration.
• Up-to-date management, recording, controlling and properly archiving the Employer's documentation.
• Keeping records on work, free days, annual vacations, etc.
• Receiving, filing, and preparing documentation for posting;
• Implementing company procedures and policies
• Promptly submitting documentation and cooperation with bookkeeping
• Registration and de-registration of employees, recording and archiving labor-legal documentation
• Preparation and printing of contracts, as well as other documents requiring a signature.
• Proper recording and submission of accounts for current payment liabilities.
• Contact with retail.
• Preparation of calculations and invoices.
• Preparation of memos, analyses, and reports.
• Filling out various forms.
• Oral and written correspondence (phone, e-mail, post).
• Procurement of office and other supplies.
• Booking accommodations, travel tickets, airfare, and related tasks.
• Organization and coordination of business meetings, seminars, conferences, greeting business partners and guests.
• Coordination with courier services.
• Submitting necessary documentation to relevant institutions.
• Coordinate and organize transport for inbound and outbound shipments.
• Ensure timely and efficient distribution of products.
• Collaborate with vendors, suppliers, and internal teams to optimize logistics operations
• Contributing to effective teamwork by collaborating with all departments within the company.
• Cooperation with VP customers and providing them with the necessary material, jewelry.
• Cooperation with state and public institutions.
• Cooperation with other departments and the Employer’s management.
• Oral and written communication with customers and suppliers.
• Ensuring that work is completed within the given deadlines.
• As well as other jobs arising from the work position, and other tasks by order of the foreman and director.
  
  

Requirements and skills:

• Proven experience as an Administrator, Administrative Assistant, or relevant role
• Familiarity with office equipment, including printers and fax machines
• Knowledge of office policies and procedures
• Experience with office management tools (MS Office software, in particular)
• Excellent organizational and time-management skills
• Strong written and oral communication skills
• Problem-solving attitude with an eye for detail
• High school diploma; additional qualifications as an Office Administrator or Secretary are a plus
• Fluency in Maltese and English language.
• Applicants should speak fluently, be highly organized, and be able to multitask with ease.