MICS – OFFICE ADMINISTRATOR

Company: Marine & Industrial Consultancy Services Ltd (MICS)

Position: Office Administrator

Reports To: Managing Director / Office Manager

Location: Malta

Employment Type: Full-Time

Position Overview

The Office Administrator is responsible for the efficient day-to-day administration and coordination of MICS.

The role includes client communication, works scheduling, payroll, basic bookkeeping, invoicing and credit control, statutory administration, office supplies and general administrative support to management and MICS personnel.

The position requires a high degree of organisation, accuracy, confidentiality, initiative and professionalism.

Main ResponsibilitiesClient Contact & Works Scheduling
Act as a primary administrative contact for clients and respond promptly and professionally to enquiries.
Receive and record requests for surveys, inspections, consultancy and other MICS services.
Prepare quotations, confirmations and routine correspondence as directed by management.
Coordinate and maintain the MICS works and survey schedule.
Arrange appointments and attendance with clients, shipyards, ship agents, marinas and other relevant parties.
Coordinate travel and other logistical arrangements where required.
Monitor outstanding assignments and follow up on reports and deliverables.
Communicate schedule changes promptly to the relevant MICS personnel and clients.

Payroll, Bookkeeping & Credit Control

Prepare and administer monthly payroll, including salaries, allowances and statutory deductions.
Maintain employee payroll, leave and absence records.
Prepare and issue client invoices and maintain accurate accounts receivable records.
Monitor outstanding invoices and maintain an up-to-date aged debtors report.
Carry out regular credit control and actively follow up overdue payments by email and telephone.
Issue payment reminders and statements of account.
Record payment commitments and follow up agreed payment dates.
Liaise with clients regarding invoice queries and payment issues.
Escalate significantly overdue or disputed accounts to management.
Maintain basic financial records, petty cash and office expenses.
Assist the company’s accountant with reconciliations, accounts and required documentation.

Statutory & Regulatory Administration

Liaise with relevant government departments, authorities and regulatory bodies on administrative matters.
Monitor company registrations, licences, certificates, permits and statutory renewal dates.
Coordinate required statutory submissions, declarations and returns.
Maintain records of statutory correspondence, submissions and approvals.
Assist with employment, payroll, tax, social security and other statutory administration.
Coordinate with the company’s accountant, auditors, legal advisers and other professional advisers as required.
Bring any compliance issue, missed deadline or matter requiring management attention promptly to the Managing Director.

Office Administration

Maintain adequate stocks of stationery, printer consumables and office supplies.
Place orders and liaise with suppliers and service providers.
Coordinate maintenance and servicing of office equipment and facilities.
Maintain organised electronic and physical filing systems.
Maintain company databases, registers and contact lists.
Provide general administrative support to management, surveyors, engineers and naval architects.
Maintain confidentiality of client, employee, financial and company information.
Assist with general office organisation and ensure that the MICS office maintains a professional working environment.
Qualifications & Experience
Previous experience in office administration or a similar role.
Experience in payroll, invoicing, basic bookkeeping and credit control.
Good working knowledge of Microsoft Office, particularly Outlook, Word and Excel.
Excellent organisational and time-management skills.
Strong written and verbal communication skills.
Ability to manage multiple tasks and changing priorities.
Professional and confident when dealing with clients, suppliers and authorities.
Good attention to detail and accuracy.
Experience dealing with Maltese authorities would be an advantage.
Experience in the maritime, yachting, engineering or professional services sector would be advantageous.
Language Requirements

Fluency in English and Maltese is an essential requirement of the position. Basic knowledge of Italian is an advantage, with the ability to understand and communicate in routine business situations.

Personal Attributes

The successful candidate should be:

Highly organised and methodical, with strong attention to detail.
Reliable and responsible, with the ability to follow tasks through to completion.
Proactive, identifying outstanding administrative, financial or statutory matters without requiring constant supervision.
Professional and confident when dealing with clients, suppliers, authorities and MICS personnel.
Discreet and trustworthy when dealing with confidential client, employee and financial information.
Flexible and adaptable, with the ability to manage changing priorities.
A good communicator, capable of working effectively with both technical and non-technical personnel.
Comfortable working independently while also contributing effectively as part of a small professional team.
Key Performance Expectations

The Office Administrator shall ensure that:

Client enquiries and requests are handled promptly and professionally.
MICS surveys, inspections and other works are efficiently scheduled and coordinated.
Payroll and invoicing are completed accurately and within the required deadlines.
Outstanding client accounts are actively monitored and payment is pursued promptly.
Financial and administrative records are accurate and up to date.
Statutory obligations, registrations, licences and renewal dates are properly monitored.
Required submissions to authorities are completed within applicable deadlines.
Office supplies, equipment and facilities are properly maintained.
Company records are organised, secure and readily accessible.
Management and technical personnel receive effective administrative support.
Matters requiring management, accounting, legal or specialist attention are identified and escalated without delay.
Reporting & Responsibility

The Office Administrator reports directly to the Managing Director / Office Manager.

The position involves regular coordination with MICS surveyors, naval architects, engineers and other personnel, as well as clients, shipyards, ship agents, suppliers, accountants, auditors and government authorities.

The Office Administrator is responsible for the administrative coordination, monitoring and follow-up of financial, payroll and statutory matters but is not expected to provide legal, accounting or tax advice. Where specialist advice is required, the matter shall be referred to the company’s appointed accountant, auditor, lawyer or other professional adviser.

The position is intended to be a responsible and proactive role, with the Office Administrator expected to identify outstanding matters, take appropriate action, follow matters through to completion and ensure that management is kept informed of issues requiring attention.

Office Administrator

Job Description