Administration & Logistics Coordinator

Our client is looking to onboard an Administration & Logistics Coordinator to support the daily operations of their marine division. This role combines administrative responsibilities with marine sales coordination, logistics support, customs liaison, and inventory monitoring. The successful candidate will work closely with customers, shipping agents, customs authorities, suppliers, and internal departments to ensure efficient operations and excellent customer service.

Responsibilities

• Handle marine sales enquiries, prepare quotations, process customer orders, and provide after-sales support
• Build and maintain positive relationships with customers, suppliers, shipping agents, and service providers
• Coordinate import and export documentation with customs authorities, freight forwarders, customs brokers, and transport providers to ensure timely clearance and delivery
• Prepare, verify, and maintain shipping documents, invoices, packing lists, and other related documentation
• Monitor shipment and delivery status, communicating updates to customers and internal departments while resolving delivery-related issues
• Perform general administrative duties, including filing, document management, correspondence, and the preparation of reports and internal memos
• Maintain accurate records of sales, deliveries, inventory, and other operational transactions
• Support management with administrative tasks, reporting, and operational projects
• Provide front office support during busy periods by assisting customers and handling general enquiries
• Coordinate with warehouse and logistics teams to ensure orders are prepared, scheduled, and delivered accurately and on time
• Monitor stock levels of marine products and consumables, coordinate replenishment with suppliers, and maintain accurate inventory records
• Conduct periodic stock counts, investigate discrepancies, and assist in forecasting stock requirements based on demand
• Coordinate the daily activities of delivery personnel, ensuring delivery schedules and documentation are completed accurately
• Monitor delivery performance and report operational issues or improvement opportunities to management

Requirements

• Previous experience in administration, logistics, marine sales, shipping, or customer service
• Experience working with customs procedures and shipping documentation would be a plus
• Diploma or equivalent qualification in Business Administration, Logistics, or a related field
• Excellent verbal and written communication skills in both English & Maltese
• Proficiency in Microsoft Office (Word, Excel, Outlook)
• Ability to work both independently and as part of a team
• Flexible and willing to support different departments when required
• Friendly, approachable, and customer-oriented with a proactive with a problem-solving mindset