Junior Documents Controller

Job Description

We are looking for a highly organised and detail-oriented individual with strong administrative skills and a proactive mindset. This role is ideal for someone who enjoys working in a fast-paced, dynamic environment and is excited by the idea of supporting construction and project teams. If you thrive on structure, can juggle multiple priorities, and take pride in keeping things running smoothly behind the scenes, we’d love to hear from you.

Main Duties and Responsibilities

• Maintain and organise all project-related documentation to ensure easy access and accurate record-keeping
• Track project progress using detailed checklists; record, prepare and distribute meeting minutes
• Input data into internal systems, monitor document renewals, and set timely reminders for upcoming expirations or actions
• Collect and file documents such as indemnity insurances, certifications, contracts, and licenses, and monitor their expiry dates
• Verify the validity and status of health and safety certifications and other compliance-related documentation
• Record and update statuses of submitted applications and ensure timely follow-up.
• Ensure compliance with internal policies, procedures, and project instructions through regular tracking and communication
• Set reminders and follow up on key administrative or project-related tasks.
• Provide support in organising and scheduling administrative tasks and documentation related to projects
• Coordinate and schedule project-related meetings and maintain shared calendars; prepare and distribute accurate meeting minutes in a timely manner
• Provide general administrative support to the Head of Construction and Finishing, including assistance with documentation, reporting, and any other day-to-day tasks as required

Knowledge and Skills Required:

• Highly organised with strong attention to detail and accuracy
• Administrative mindset with a proactive approach to managing documentation and deadlines
• Ability to track and follow up on multiple items simultaneously across various projects
• Good written and verbal communication skills
• Familiarity with documentation systems and project administration tools is considered an asset
• Be able to communicate clearly and effectively with colleagues and external stakeholders
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook
• Comfortable working independently and collaboratively within a fast-paced environment
• Have a good command of speaking and writing skills in English, and preferably in Maltese

Preferred work experience and background:

• MQF Level 4 qualification (such as a post-secondary diploma, MCAST Advanced Diploma, or A-levels)
• Prior experience in a similar administrative role will be considered an asset, but is not essential

Work Environment: Office-based in St. Julian’s

• Interested candidates are to send a covering letter and their updated CC by clicking on the "Apply Now" button.