Our client is looking for an Administrative & Logistics Assistant who will provide day-to-day support to the management team across administrative coordination, invoicing, B2B order handling, client communication, and logistics tracking.
The position is fully remote and requires excellent organisational skills, reliability, and clear written communication.
Responsibilities:
Administrative & Invoicing Support
Organise and maintain invoice and billing records
Prepare and issue invoices using provided templates and guidelines
Assist in organising bookkeeping documentation (records and supporting documents only)
Ensure documentation is accurate and up to date for management review
Support B2B order processing from confirmation through to delivery
Assist in monitoring inventory levels related to active orders
Coordinate internally to ensure smooth order execution
Identify and report delays, discrepancies, or operational issues
Serve as a point of contact for routine B2B communications
Handle order-related enquiries and follow-ups
Escalate complex or sensitive matters to management
Send payment reminders in line with agreed terms
Follow up on outstanding invoices and report overdue accounts
Assist in resolving billing queries under management guidance
Liaise with logistics partners (primarily based in France)
Monitor shipment status and delivery timelines
Report delays or logistical issues and assist in coordinating solutions
Prepare basic summaries and data for reporting purposes
Carry out assigned administrative and coordination tasks
Maintain organised and structured digital documentation
Requirments:
Previous experience in administrative support, invoicing, or similar roles
Basic understanding of bookkeeping and invoicing procedures
Fluent in English and French (written and spoken)
Comfortable using invoicing/accounting software and Microsoft Office tools
Strong organisational skills and attention to detail
Ability to follow established processes and work with templates
Self-motivated and comfortable working remotely
Proactive communication and reliable follow-up skills
A degree or diploma in Business Administration, Accounting, or a related field is considered an asset but is not mandatory.
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.
