Administrative Officer

Our client within the FMCG industry is looking for an Administrative Officer to join their team. They are looking for a detail-oriented and proactive person to provide essential support to the Commercial Department. This role plays a key part in ensuring the department operates efficiently by handling day-to-day administrative and operational tasks. The successful candidate will be instrumental in maintaining team productivity and supporting effective communication and coordination across departments and with external stakeholders.

Key Responsibilities:

• Deliver comprehensive administrative support to the Commercial Manager and wider team.
• Draft, process, and manage commercial documentation including proposals, contracts, invoices, purchase orders, and reports.
• Maintain up-to-date records and manage filing systems, both digital and physical.
• Organize and coordinate meetings: prepare agendas, take minutes, and follow up on assigned actions.
• Serve as a liaison between the Commercial Department and internal teams such as Finance, Legal, and Procurement, as well as with external partners and suppliers.
• Assist in collecting data and compiling commercial performance reports and dashboards.
• Monitor departmental expenses, manage petty cash, and assist with budget reconciliation.
• Track project timelines and support compliance with contractual obligations and key deadlines.
• Provide coordination and logistical support for commercial activities, including events, trade shows, and customer visits.
• Support ongoing process improvement initiatives and ensure adherence to company policies and standards.

Requirements:

• Previous experience in an administrative role, ideally within a commercial or business-oriented setting.
• Strong organizational and time-management skills, with the ability to multitask effectively.
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook).
• Excellent written and verbal communication skills in both Maltese and English.
• High level of accuracy and attention to detail.
• Discretion and the ability to manage confidential information.
• Certification in food handling or retail management would be desirable.
• Familiarity with deli operations or fresh produce environments would be ideal.

Benefits:

• Mobile allowance.
• Staff discounts.

Job Reference: LS663