Administrative Coordinator

A leading company in Malta are looking for an organized and detail-oriented professional to join their team as an Administrative Coordinator within the technical department. 

Responsibilities:

• Oversee the annual distribution, usage, and retrieval of job and purchase order books.
• Maintain accurate records of job sheets, timesheets, invoices, and progress reports reports using Excel and Access.
• Prepare and deliver monthly, quarterly, and ad-hoc reports such as timesheet summaries, pending job sheets, and contract updates.
• Facilitate the timely collection and processing of overtime documentation.
• Collaborate with technicians, coordinators, and managers to ensure workflows and deadlines are met.
• Manage petty cash transactions in compliance with documentation and approval protocols.
• Process invoices and requisitions, ensuring they align with job details and contracts.
• Input and verify data in Access and other systems to maintain the accuracy and efficiency of preventative maintenance contracts.
• Ensure seamless integration of job sheets, contract data, and scheduling information.
• Serve as a central point of contact for job progress, maintenance schedules, and documentation requirements.
• Distribute weekly updates, reports, and essential information to relevant stakeholders.

Requirements:

• Exceptional organizational and multitasking skills.
• Proficiency in Microsoft Office Suite, especially Excel and Access.
• Experience in administrative coordination within technical or maintenance services (preferred).
• Excellent communication and interpersonal abilities.
• Detail-oriented with strong problem-solving skills.