Distribution Administrator - FMCG

• Distribution Documentation: Review delivery, billing and supporting documentation on a daily basis, checking that records, dates, authorisations and other required information are complete and consistent.
• Returns Administration: Process product return documentation and ensure the relevant information is accurately reflected within the Company's ERP system.
• Operational Support: Assist with routine matters arising within distribution and cold-storage activities, escalating issues where appropriate and carrying out agreed corrective actions.
• System Coordination: Monitor operational system matters affecting the department and follow up on technical issues to support continuity of daily activities.
• Cross-Departmental Coordination: Work closely with teams including Finance and Marketing to facilitate efficient information flow and support effective service delivery.
• Management Support: Provide administrative assistance to the Distribution Executive and wider department, including supporting the introduction and application of internal procedures.
• Fuel Monitoring: Gather vehicle fuel documentation each month and maintain accurate spreadsheet records to support the monitoring and analysis of fleet fuel usage.
• Account Reconciliation Support: Investigate outstanding discrepancies involving customer invoices and credit documentation, identifying inaccuracies and arranging the necessary corrections.
• Product Invoicing: Prepare and process billing relating to designated raw and frozen products supplied to customers in Malta and overseas markets.
• Route Administration: Maintain customer distribution information by processing approved route amendments and updating account addresses and related details.
• Order Processing: Enter manual orders, complimentary stock transactions and cash-sale information into the Company's business system when required.
• Stock Adjustments: Record product write-offs and items designated for reprocessing within the system for temperature-controlled storage operations.
• Temperature Monitoring: Prepare comprehensive temperature-monitoring reports, including graphical information, covering both Company-operated and third-party transport vehicles.
• General Administration: Carry out other reasonable duties connected with the department's activities as business requirements arise.

• Education: An MQF Level 4 qualification is preferred. Relevant practical experience may also be considered where it demonstrates the competencies required for the position.
• Experience: Candidates should ideally have three to four years of relevant experience within an administrative, distribution, logistics or comparable role, preferably gained within the FMCG sector.
• 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: Strong written and verbal communication abilities are required, together with the capacity to prepare clear and accurate operational reports.
• Interpersonal Skills: A cooperative approach and the ability to build effective working relationships with colleagues across different departments are important for this position.
• Technical Skills: Good computer literacy is essential, particularly proficiency in Microsoft Excel, together with previous exposure to ERP or comparable business-management software.
• Organisation: Strong planning and administrative capabilities are required to manage documentation, system updates and competing daily priorities accurately.
• Self-Motivated: A proactive and results-focused attitude, with the confidence to work independently and take ownership of assigned responsibilities.
• Problem-Solving: Sound analytical ability and a practical approach to identifying discrepancies, investigating operational issues and determining appropriate next steps.
• Attention to Detail: A high degree of accuracy is essential when handling invoices, credit documentation, system entries and operational records.
• Driving Licence: Applicants must hold a valid driving licence.

What's on Offer

• Compensation: A competitive remuneration package based on the successful candidate's experience and qualifications.
• Working Hours: This is a full-time, onsite position.
• Other Benefits: Health insurance is provided as part of the employment package.
• Career Development: Opportunities for professional growth and advancement within a dynamic and expanding company.