Purchasing Clerk & Office Administrator

One of our clients is searching for a Purchasing Clerk & Office Administrator to join their enterprise. The chosen candidate will be responsible for a number of purchasing duties, as well as assisting the COO with any administrative tasks related to the Company's needs overall. 

Responsibilities:

• Process client orders by issuing invoices for items on hand and placing orders with suppliers for non-stock items.
• Update client orders with lead times as per supplier Order Confirmations.
• Inputting of goods according to the Supplier Invoice; this process includes checking retail price, updating item description and identifying if goods are for stock or for clients.
• Processes Invoices / Delivery Notes according to supply.
• Declare all incoming European goods via the NSO Supplementary Declaration System.
• Assisting the Accounts Department with clerical inputting, filing and processing needs
• To assist COO in any duties related to the overall company needs. This includes but is not limited to;
• Assisting in weekly internal company meetings with employees and taking action based on the outcomes.
• Supervising the general tidiness and upkeep of the entire premises and all internal upgrading works
• Handling internal maintenance such as Lift/ Server / PABX / AC service.
• Maintaining records and setting appointments for Company Vehicles Services, VRT, and cleaning.
• Maintaining records and replenishing employee uniforms.
• Upkeeping and placing orders for company and office supplies and stationery (such as bags, disposables, water bottle balance for machines, and all groceries).
• Managing new employees during the onboarding process.
• Procuring and presenting quotes to the COO for any purchases needed.
• Assist the COO in creating and procuring advertising and promotional material, as well as managing the company social platforms; creating content to publish and overseeing client requests.

• Candidates must already reside in Malta, with the legal right to work in Malta
• Fluency in both Maltese AND English is a must
• Self-driven, self-motivated, driven and adaptable to changing exigencies
• Highly organised, process oriented and attention to detail

• A Level Standard of Education as a minimum
• Prior local experience in procurement, administration or office management is a must
• In addition to the above, candidates with a background within the shipping/logistics industry will be given preference