Customer Care & Office Administrator

Our client is looking to onboard an Customer Care & Office Administrator to act as the primary point of contact for customers, ensuring their queries are handled with professionalism, efficiency, and care, while also contributing to the smooth day-to-day running of office operations in close coordination with technicians, clients, and internal teams.

Responsibilites

• Serve as the main point of contact for customers, responding to inquiries, providing updates, and ensuring clear, consistent communication to maintain high levels of satisfaction
• Manage and resolve customer complaints by identifying root causes, implementing effective solutions, and following up to ensure service quality and value delivery
• Monitor and maintain spare parts inventory, ensuring technicians and site personnel are adequately equipped
• Coordinate with technicians and site teams to support efficient scheduling and service delivery
• Oversee preventive maintenance schedules, logbooks, and reporting, ensuring accuracy and timely updates
• Administer preventive maintenance contracts, including renewals, onboarding, and labour tracking
• Process and verify timesheets, job sheets, and attendance records, ensuring accuracy and timely submission of labour and material data
• Handle administrative queries related to job sheets, invoices, requisitions, and service records
• Prepare, issue, and follow up on quotations in coordination with technical teams and clients
• Support payment processing, credit control, and follow up on outstanding balances
• Issue invoices and receipts while maintaining accurate financial and service documentation
• Manage petty cash and perform general office administrative duties
• Maintain accurate records of customer interactions, service activities, and administrative processes
• Prepare preventive maintenance and operational reports as required
• Conduct customer satisfaction surveys and identify opportunities for service improvement.
• Participate in training and development initiatives to stay current with industry practices
• Assist with additional operational tasks, including shipping coordination when required
• Carry out other customer care and administrative duties as assigned by management
• Ensure compliance with company policies, legal requirements, and workplace health and safety standards, including proper use of PPE and reporting of hazards

Requirements

• 1–3 years’ experience in customer service, office administration, or a similar role
• Proficiency in Microsoft Office Suite 
• Familiarity with CRM or customer service management tools
• Understanding of inventory management and preventive maintenance tracking
• Ability to manage basic financial and administrative tasks, including invoicing, receipts, petty cash, and payment follow-ups
• Strong verbal and written communication skills in English & Maltese

Benefits

• Health Insurance
• Cloudigo

Job Reference: MS796