Pandora

SF1 Clips LTD, as a member of the SF1 Group, is the general and exclusive distributor of PANDORA jewelry in several European countries. Through its retail and wholesale network, SF1 Clips sells PANDORA jewelry throughout Malta, Serbia, Croatia, Slovenia, N. Macedonia, Montenegro, Bosnia and Herzegovina, Kosovo, Albania, Moldova. Following the standards of PANDORA brand, regional positioning through a network of retail, franchise and online stores has been carefully performed.

About

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, is currently seeking an Administrator to join the team. Pandora Jewellery is a globally renowned jewellery brand that specializes in high-quality, hand-finished jewellery with a focus on creating unforgettable moments and celebrating individuality.

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

Main tasks and 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
Preparations of exporting stock to Morocco and Saudia Arabia.
Communication with exporting operation to ensure smooth transition
Contributing to effective teamwork by collaborating with all departments within the company.
Cooperation with VP customers and providing them with the necessary material, jewellery.
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.

Educational and skill requirements

Proven experience as an Administrator, Administrative Assistant, or relevant role
Clear policies for transportation, warehousing, and distribution.
Coordination among suppliers, manufacturers, distributors, and retailers.
Adherence to customs, import/export laws, and safety standards.
Eco-friendly practices like reducing emissions and waste.
Storage facilities with proper layout, handling equipment, and safety protocols.
Systems to track stock levels, demand forecasting, and reorder points.
Familiarity with office equipment, including printers and POS
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.