Office Administrator

Zrar Ltd in Malta is currently looking to recruit an Office Administrator to join their team on a full-time basis.

Main Purpose of the Job:

Reporting to the Office Executive, the chosen candidate will maintain the front and back office area in a safe and organised manner whilst logging all movements in and out of the quarry.

Individual Key Obectives:

a) Logging electronically and managing all incoming and outgoing movements occurring at the quarry weighbridge

b) Generating the necessary documentation for the delivery, dumping and consignment of construction material and fuel

supplies

c) Dealing with all enquiries in a professional and courteous manner, in person, on the telephone or via e-mail

d) Receiving cash from customers whilst keeping appropriate records through reconciliation on a daily basis whilst forwarding

all cash to the office manager

e) Generating the necessary documentation for the delivery, dumping and consignment of construction material and fuel

supplies

f) Logging electronically and managing all incoming and outgoing movements occurring at the quarry weighbridge

g) Receiving cash from customers whilst keeping appropriate records through reconciliation on a daily basis whilst forwarding

all cash to the office manager

h) Maintaining the front office area, safety and archive room in a clean and organised manner

i) Following up on relevant maintenance services required for all office equipment whilst ensuring logs are maintained

j) Ensuring that the documents received (chits in particular) are properly sorted and filed in accordance with company

procedures

k) Preparing and submitting statistical reports as required by the management from time to time

l) Informing in a timely manner communication received and passing them on to superior

m) Any other duties commensurate with the level of this post, as may be assigned from time to time.

Working Conditions:

a) To have a flexible approach and be ready to work irregular working hours as and when requested

b) Required to work on a roster basis

c) Support the development of character, skills, attitude and superior individual and team performance

d) To meet the clients exigencies

e) Present a business-like and professional image at all times

f) Role will be based at the Ta’ Zuta quarry.

Personal Characteristics, Skills & Experience:

a) Ability to effectively communicate, verbally and in writing in Maltese and English, in order to be able to report adequately

to superiors and to form good relations. Conversant in the Italian language would be considered an asset

b) Ability to work effectively in a team, including the ability to respond to the needs of team members and provide them with

assistance as and when required

c) To be able to work under pressure and with minimal supervision

d) To be open and honest at all times

e) Ability to maintain confidentiality and to work with third parties

f) To have a flexible approach to work commitments at all times

g) Previous administrative experience is required, preferably within a similar industry.

Direct Relationships:

• Office Executive
• Head of Quarries
• R&M Manager
• Financial Controller
• Head of HR
• Head of QA
• Quality Manager
• Logistics Coordinator
• Office Clerk
• Accounts Clerk & Executive
• Procurement

Financial Limits of Authority:

Set as per purchasing authority document released by the Finance Department.

Financial Responsibilities:

To promote best practices and ensure that best quality is attained at all times, meeting the company financial targets.

Company/Employee responsibility under Local Legislation:

Company and its employees are subject to a range of legislation, regulations and requirements in relation to Health and Safety, Employment Laws, Data Protection Act and quality of work

Company and its employees must seek at all times to fulfil all responsibilities under Local Legislation.

Company is committed to providing training to support the above; all employees commit to attending training provided:

• In-house
• External

Some of which may require the employee to attend residential courses.