Operations Administrator

Issue and enter job sheets, delivery notes, project deliveries, receipts, and invoices for each job and project.

Forward all relevant documentation to the appropriate departments for further processing.

Verify the accuracy of all documentation and ensure proper filing.

Manage the procurement of materials requested by project personnel, sourcing suppliers for the best prices and availability.

Coordinate material deliveries to project sites, ensuring timely and cost-effective procurement.

Oversee operations personnel timesheets and track materials required for their daily work.

Coordinate the delivery of goods and services to and from project sites, ensuring logistics-related documentation is completed accurately and on time.

Manage the vehicle fleet used in Malta, including keeping records of mileage, scheduling regular maintenance, and ensuring the upkeep of all vehicles.

Report any fines or collisions to the accounts department for further processing.

Keep track of machinery and hand tools used by operations personnel.

File warranties, schedule maintenance, and ensure all tools and machinery are accounted for.

Enter incoming and outgoing products and materials into the system, reconciling them with purchase orders and/or invoices, and ensuring the stock records are consistently updated.

Assist customers with inquiries by offering guidance on products and services.

Handle cash/POS sales, follow up on orders, and coordinate deliveries as required.

Process invoices for orders issued by the Operations Manager, ensuring accuracy and timely submission.

Assist in the day-to-day running of operations in the absence of the Operations Manager.

Take on additional duties and responsibilities as directed by the company.

Proven experience in an administrative or operations role, preferably within a similar industry.

Minimum educational qualification of MQF Level 4 or equivalent.

Strong organizational skills with the ability to multitask effectively.

Proficiency in Microsoft Office Suite (Excel, Word, Outlook).

Proficiency in SIMS will be considered an asset.

Excellent written and verbal communication skills in Maltese and English.

Ability to work both independently and collaboratively in a fast-paced environment.

Knowledge of procurement and logistics processes is an asset.

Exceptional attention to detail and a focus on accuracy.

Ability to manage inventory and maintain organized, up-to-date records.