Administrator - Technical Projects

Malta International Airport plc is looking for a dynamic individual who is passionate about working with people within an Airport environment, is willing to continuously learn, develop, and be part of a high-performance culture. This vacancy has arisen within the Technical Projects department.

Purpose of Position:

To assist the project management team with administrative support in line with MIA’s strategy.

Main Responsibilities:

• Perform secretarial duties at the site office/projects office.
• Schedule appointments and plan meetings for the Project Team.
• Take and distribute meeting minutes, and obtain necessary approvals.
• Write and distribute emails, memos, letters, and forms.
• Manage project documentation using Autodesk Construction Cloud (ACC) under the Project Manager's direction.
• Assist in preparing reports via ACC.
• Maintain a digital filing system as directed.
• Update and maintain office policies and procedures.
• Maintain project contact lists and ACC member lists.
• Book and manage site access permissions.
• Submit and reconcile expense reports.
• Provide general support to visitors.
• Liaise with executive and senior administrative assistants for requests and queries.
• Report and ensure immediate action on any shortcomings.
• Assist in upkeeping the Projects’ Department documents, especially for updating and maintaining Weekly Updates of Projects via the in-house database application, Project Management Procedure documentation and Hand Over Documentation, Weekly Cost Monitoring Sheets and AIP File.To promote a positive image of the company.
• To care for a spotlessly clean environment at MIA premises.
• To report shortcomings immediately to the responsible department when noticing them and making sure that action is taken immediately to deal with them.
• To conform with the Occupational Health & Safety Authority Act, ACT XXVII of 2000 and all applicable subsidiary legislations.
• To perform any other duties and / or related tasks as may be designated by the Company from time to time.

Requirements

• Proven experience in an administrative or office support role, preferably within a technical, construction, or project-based environment.
• Strong proficiency in Microsoft Office Suite and familiarity with digital project/document management platforms (experience with Autodesk Construction Cloud will be considered an asset).
• Excellent written and verbal communication skills, with the ability to prepare correspondence, take minutes, and liaise effectively with stakeholders at all levels.
• Highly organized with strong attention to detail and the ability to manage multiple tasks, schedules, and priorities in a fast-paced environment.

Benefits

• Training and opportunities for personal development
• Recognition and rewards for hard work
• Medical insurance
• Free fresh fruit
• Employee discounts at retail and food & beverage outlets at the airport and Skyparks
• Free regular health checks and medical tests
• Unlimited access to SkySpirit gym
• Staff parking facilities