Accounts & Office Administrator

Are you a highly efficient individual who is extremely organized and meticulous? Do you have a passion for designing process and filing systems? Do you like working on your own initiative? If you said yes, then this might be the perfect job for you! 

At AIM Enterprises Ltd, Malta`s leading supplier for automation parts and services, we are looking for a self-driven and proactive individual to join our team on full time basis as an Accounts & Office Administrator

Responsibilities Accounts:

• Reconcile cash boxes and invoices from the sales team and post on a daily basis. 
• Process client invoices and send them out to clients.  
• Monitor customers’ accounts and payments, as well as chasing debtors for dues.
• Posting all purchases and reconciling with cash books and bank accounts.
• Prepare and process payments to suppliers. 
• Manage inbox and respond in a timely manner. 
• Work in line of company processes and procedures, adhering and maintaining file management systems. 
• Respond to customer queries related to accounts. 
• Administrative and clerical duties as directed by the Management.

Office Administrator:

• To assist CEO & COO with any duties related to the overall company needs. This includes but is not limited to; 
• Assisting in weekly internal company meetings with employees and taking action based on the outcomes.
• Supervising the general tidiness and upkeep of the entire premises. 
• Supervising of all internal upgrading works and reporting to COO. 
• Handling internal maintenance such as Lift/ Server / PABX / AC service. 
• Maintaining records and setting appointments for Company Vehicles Services, VRT, and cleaning. 
• Maintaining records and replenishing employee uniforms.
• Upkeeping and placing orders for company and office supplies and stationery (such as bags, disposables, water bottle balance for machines, and all groceries). 
• Managing new employees during the onboarding process. 
• Procuring and presenting quotes to the COO for any purchases needed. 
• Assist the COO in managing the company social platforms; creating content to publish and oversee client requests. 
• Assist the COO in creating and procuring advertising and promotional material. 

Qualifications and Skills:

• Has experience with office management systems and procedures
• Is a highly efficient individual who is extremely organized and meticulous
• Has a self-driven and proactive approach and excels in working on their own initiative 
• Ensures that all operations are in line with procedures.
• Has high level of attention to detail 
• Proficient in MS Office 
• Must have excellent communication skills in both Maltese and English.
• Experience using Sage Evolution would be considered a great asset.