Office Administrator
Salary Package: €20,000 to €23,000

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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