Administration Assistant – Facilities Management

SmartCity Malta is currently looking to recruit an Administration Assistant – Facilities Management to join their team part-time.

The main position responsibilities include:

• General office administration duties, including filing paperwork, data inputting and scanning of documents
• Take care of the general upkeep of the office and ensure the upkeep of the office is always functional
• Managing stock levels in relation to the office environment
• Assists with the procurement process and follows up with contractors and/or suppliers
• Management of purchase orders and invoices
• Preparation of regularly scheduled reports and data inputting
• Maintain an internal filing system and assist in record keeping, both in digital and physical format as required
• Maintaining records including photographic records, activity sheets and work requests
• Maintain contact lists
• Provide general support to tenants and contractors
• Liaise with executives and senior management to handle requests and queries from senior managers
• Liaise with contractors and health safety officer regarding OHS documentation required prior to commencement of works
• Maintain H&S documentation and certifications
• Assist with service agreements
• Perform other office duties as assigned.

Job requirements:

• A minimum of 2 years experience in a similar position
• Be computer literate and conversant in MS Office applications
• Hold a valid and clean driving license
• Proficient in English and Maltese, with excellent verbal and written communication skills in English
• Excellent organizational and time management skills and the ability to prioritize work
• Attention to detail and multi-tasking is key to this role
• Be a team player while still being able to work independently when needed
• Be reliable, organised, meticulous and prepared to work under pressure and tight deadlines
• Previous experience in the hotel industry or working in a business park environment will be considered an asset
• A basic understanding of technical works and building management environment would be preferred
• Responsible and mature individual, with the ability to handle sensitive information in a confidential manner.