Office & Procurement Administrator

A construction company based in Malta, operating mainly within the local maritime sector, is searching for an Office & Procurement Administrator to join their team. The chosen candidate will provide administrative support to the Director and project teams, data entry, supplier follow-up and documentation. 

Responsibilities:

• Handle office duties: answering calls and emails, preparing letters, meeting minutes, and simple reports, maintaining organised digital and paper filing systems.
• Prepare and process basic procurement paperwork: request and file quotations, create and update purchase orders, keep auditable procurement files, and follow up on deliveries with suppliers.
• Support tenders and compliance: collect and file certificates, forms, and company documents needed for eTenders submissions, and keep checklists and records up to date.
• Assist with timesheets and payroll inputs: check that timesheets are complete, enter data accurately, and pass information to payroll on time.
• Update trackers and spreadsheets for purchases, deliveries, staff records, and basic project information using Excel or Google Sheets.

Requirements

• Candidates must be fluent in both Maltese and English
• Strong organisational skills with the ability to manage multiple tasks and deadlines
• Proficient in Microsoft Office (especially Excel)
• Effective written and verbal communication skills
• Ability to update trackers, spreadsheets, and maintain structured data

Education and Experience

• O Level standard of education is mandatory
• Previous experience in an administrative, office support, coordination role is a must
• Any prior experience working within the construction or maritime industry is an asset
• Exposure to procurement processes (e.g. handling quotations, purchase orders, supplier communication is a plus

Job Reference: ZH832