Client Relations and Administration Coordinator

The Client Relations and Administration Coordinator is acting as the key link between clients, internal teams, and external stakeholders, the role ensures clear communication, efficient coordination, and timely follow-up throughout the property development process.

The position oversees the lifecycle of promise of sale agreements, supports project and sales teams, and ensures that all client requests, payments, and amendments are handled accurately and professionally. Reporting to the Head of Operations, the Coordinator plays a vital role in maintaining organised systems, efficient workflows, and a high standard of client service.

Contractual Administration

• Coordinate and arrange appointments for signing promise of sales and final deeds.

• Handle extensions of promise of sales in collaboration with Company and Documentation Coordinator.

• Liaise with notaries for project-related searches and follow up until documentation is complete.

• Coordinate with the Accounts Department on cancellations of promise of sales and related refunds.

• Apply for waiver letters from banks as required.

• Support the Company & Documentation Coordinator in maintaining accurate contract records and compliance standards.

Project & Sales Support

• Liaise with the Operations team, regarding project timeframes.

• Update the Sales Team with price lists, plans, and project schedules.

• Assist in creating price lists when launching new projects.

• Update projects team with client details, including finishing requests and amendments.

• Coordinate with the management team to confirm approvals of external or significant changes, ensuring all updates are recorded in company systems.

• Manage client requests for minor amendments, coordinating with relevant departments, and ensure that approvals and decision notices are properly documented.

Marketing and Operational System Duties

• Coordinate and ensure that all marketing initiatives and activities are executed and delivered in a timely and organised manner.

• Act as the internal project lead for the implementation and ongoing management of the ERP system on a day-to-day basis, ensuring alignment across departments.

• Provide first-line IT support and troubleshooting, liaising with third-party suppliers to resolve technical issues efficiently.

• Oversee general scheduling of administrative tasks and Project Managers, ensuring smooth workflow and coordination.

• Monitor and track maintenance-related costs and expenses, ensuring accurate recording and reporting.

Client & Financial Follow-Up

• Follow up with clients and notaries to ensure timely signing of deeds.

• Track client payment obligations (A1s) and, sending updates to clients in line with project milestones (e.g., roofing phases), and escalate unsettled payments in coordination with the Procurement and Quantity Surveyor Manager.  

• Support the management team in preparing and sharing A1 breakdowns, attending follow-up meetings as required.

• Communicate directly with clients to gather feedback on payment concerns or project-related issues.

• Ensure invoices for approved minor amendments are issued in collaboration with Accounts, attaching quotes and related costs (architect, technical fees, etc.) to POS records.

• Liaise internally with projects team to resolve client concerns and provide clear feedback.

Client Communication & Relations

• Liaise with Procurement and Quantity Surveyor Manager, and the team to provide accurate, consistent feedback to clients.

• Send monthly update emails to all property owners per block, including photos and project status reports.

• Handle client requests for specific information (e.g., AC locations), by checking plans and correspondence, flagging issues that require escalation.

• Ensure all client requests, communications, and approvals are properly logged and kept up to date in shared systems (e.g., Google Sheets).

Administrative Duties

• Assist and support the Head of Operations in organising the projects office and administration.

• Handle telephone calls and respond to queries.

• Manage email correspondence and internal communications.

• Organise and maintain filing systems for client and project documentation.

• Assist with applications, forms, and supporting paperwork as required.

• Support preparation and handling of loan agreements and related documentation.

• Perform any other necessary duties as instructed. 

• Attend relevant training and workshops to increase own knowledge.

Skill requirements

• Excellent interpersonal skills to correspond with different clients, understand their needs, and manage expectations.

• Strong written and verbal communication skills in both Maltese and English.

• Proficiency in using office software (particularly Excel) and digital platforms for documentation, reporting, and coordination.

• Collaborative and team-oriented, with a proactive approach to supporting colleagues and integrating smoothly across departments.

• Highly organised, with strong multitasking abilities and excellent attention to detail in managing documents, reporting, and deadline.

• Ability to build and maintain positive relationships with colleagues, clients, notaries, and other stakeholders.

• Self-motivated and able to follow through on tasks independently while maintaining accountability.

• Ability to handle sensitive information with confidentiality and professionalism.

• Good knowledge of the property sales process and its components, including contractual and notarial requirements.