Administration Clerk

To provide administrative support to the team by managing invoicing, stock coordination, supplier communication, and operational reporting. The role ensures smooth day-to-day operations through accurate documentation, data entry, and collaboration with internal and external stakeholders. Some hands-on work and farm visits will be required, along with stock organisation responsibilities.

• Financial and Record Management: Handle the processing of invoices for equipment and supplies, maintain organized digital and physical filing systems, and manage related data entry and updates in Excel.
• Inventory and Stock Coordination: Ensure the accurate coding, allocation, and tracking of incoming stock. Monitor and manage inventory levels for all store locations and organize and maintain store areas for optimal accessibility and management.
• Supplier and Procurement Logistics: Serve as the primary point of contact for local and foreign suppliers regarding orders and deliveries. Prepare necessary requisitions and coordinate with the purchasing department to track shipments and resolve any delays.
• Operational and Field Support: Collect and file job sheets from field operators, manage job tracking, follow up on scheduled site visits, and prepare monthly reports and expense summaries for operator payments. The role also requires occasional hands-on work and site visits.
• Reporting and Data Analysis: Update daily service records and generate detailed monthly operational reports and summaries for management and stakeholder meetings.
• Team and General Administration: Prepare weekly team rosters, assist with departmental coordination, including scheduling meetings and organizing team-building activities, and participate in occasional outreach activities like seminars and events.

Requirements

• Must demonstrate a strong focus on detail to ensure accuracy in invoicing, data entry, and stock management processes.
• Proven ability to maintain structured filing systems (both digital and physical) and effectively organize and manage store areas for efficiency.
• Excellent ability to effectively liaise and build working relationships with suppliers, field operators, and internal departments.
• trong capacity to manage multiple tasks, prioritize workloads, and consistently meet reporting and operational deadlines.
• Proactive approach to identifying and resolving operational issues, such as shipment delays, stock discrepancies, and system challenges.
• A collaborative mindset, working closely with purchasing, accounts, and operations teams to support broader departmental functions.
• Willingness to respond flexibly to changing priorities and participate in occasional outreach activities (e.g., seminars, events).

Education and Experience

• Minimum of O-Level education; a diploma in administration or related field is an asset.
• Experience in administrative or clerical roles.
• Proficiency in Microsoft Office, especially Excel.
• Basic understanding of inventory and stock systems.
• Strong written and verbal communication skills in English and Maltese.
• Ability to work independently and maintain confidentiality.

Job Reference: CW668