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.

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.