Client Support Coordinator & Administrative Assistant

One of our clients operating within the Shipping, Transport & Logistics industry, is searching for a Client Support Coordinator & Administrative Assistant to join their team. Your responsibilities will include:

• Visa & Residence Applications: Manage the full visa process from start to finish, including Schengen, Type D, Trans-ship, visas and work permits. Prepare and submit applications, ensure compliance with immigration laws, liaise with authorities, and keep clients updated at every stage.
• Travel Coordination: Organize all travel logistics—book flights, secure hotel stays, arrange transport, and coordinate rental services—ensuring plans meet client needs while remaining cost-effective and efficient.
• Invoice Processing & Finance Liaison: Verify and process invoices from service providers, ensure correct billing and cost allocation, and work with Finance to guarantee timely payments.
• Client Support: Deliver comprehensive logistical and administrative assistance, covering accommodation, transportation, inquiry handling, and problem resolution to ensure seamless service.
• Team Collaboration: Partner with internal departments to maintain smooth operations, communicate effectively with stakeholders, and contribute to organizational efficiency.

Requirements

• Candidates must already be working in Malta
• Candidates must hold a valid driving licence and have access to their own vehicle
• Excellent command in English is a must, fluency in Maltese and Italian is an asset
• Proficency in MS tools
• Willingness to work flexible hours, including weekends and public holidays on a rotating schedule.

Education and Experience

• Possessing an MQF Level 3 of qualification in Business Administration or similar is preferred
• Have at least 1 year of local experience in a similar role

Job Reference: UW125