Our client is a supplier & distributor of consumables and is looking for a Administration & Trade Assistant to join their growing team. Reporting to the manager you will be responsible for:
Responsibilities
1. SAP Management
Create and manage Purchase Orders (POs) and Sales Orders (SOs) in SAP in line with company procedures.
Process Goods Receipts, invoices, and payment allocations accurately.
Liaise with procurement, finance, suppliers, and distributors to resolve discrepancies and ensure smooth daily operations.
Maintain and update vendor records, marketing contracts, and self-billing POs/invoices.
2. Customs & Excise Documentation
Prepare Customs declarations and shipping documents for incoming and outgoing finished goods.
Maintain updated records of containers, stock sheets, and bonded goods documentation.
3. Office Administration
Manage filing, data entry, and document control in line with company records policies.
Support report preparation, correspondence, and meeting organization.
4. Travel & Logistics
Coordinate domestic and international travel, including bookings, visas, and itineraries, in compliance with travel policies.
Provide assistance with travel changes and related issues.
5. Financial & Records Support
Track departmental expenses, process payments, and support expense claim reconciliations.
Maintain accurate financial and compliance records for audits.
6. Team & Stakeholder Support
Serve as a key contact for administrative matters, ensuring effective communication with internal teams, suppliers, and service providers.
Provide backup support to other administrative staff when required.
Requirements
Strong organizational and time management skills with attention to detail.
Ability to handle multiple tasks, prioritise effectively and problem-solving.
Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
Understanding of procurement, sales and finance processes would be a plus
Education and Experience
Previous experience in an administrative role.
Experience using SAP
Experience coordinating travel arrangements.
Benefits
Health Insurance
Company Phone
Yearly retail voucher
Yearly increment based on performance and agreement
Administrative Jobs & Clerical Jobs in Malta both aim to provide clerical and administrative support to businesses. Jobs in administration and clerical roles include admin, accounts administration, clerk, customer support, front office, office support, personal assistant and secretary roles.
