Administrative Officer

We are seeking an organised, reliable and detail-oriented Administrative Officer.

The role involves to coordinate daily office activities, manage employee schedules and customer orders, handle telephone enquiries and provide administrative support for waste collection and recycling operations across Malta and Gozo.

Key Responsibilities

• Manage daily office administration, correspondence, telephone calls and general documentation.
• Prepare and update employee work schedules, attendance records, leave and overtime records.
• Coordinate daily waste collection schedules with drivers, machine operators and operational staff.
• Receive and process customer orders, collection requests, schedule changes and service cancellations.
• Respond to customer enquiries, telephone calls, emails and complaints, ensuring timely follow-up.
• Coordinate additional collections, delivery of waste bins and skips, and other service requirements.
• Maintain accurate employee, client, supplier and operational records.
• Assist with recruitment, employee onboarding, employment documentation and work permit administration.
• Support Jobsplus registrations, employment terminations and Identità documentation procedures.
• Collect and verify employee timesheets, working hours and overtime records for payroll processing.
• Assist with invoice preparation, payment records, credit notes and customer billing queries.
• Maintain waste collection records, disposal receipts and relevant regulatory documentation.
• Provide administrative support for Beverage Container Refund Scheme (BCRS) operations.
• Prepare daily, weekly and monthly administrative, financial and operational reports.
• Maintain spreadsheets and databases, ensuring accurate and up-to-date information.
• Liaise with management, employees, clients, suppliers and relevant authorities to ensure smooth operations.
• Ensure confidentiality, accuracy and compliance with company procedures and applicable regulations.

Requirements

• Previous experience in administration or a similar role.
• Good knowledge of Microsoft Office, particularly Excel, Word and Outlook.
• Excellent organisational, communication and time-management skills.
• Ability to manage multiple tasks and coordinate different operational activities.
• Knowledge of Maltese employment administration, Jobsplus and Identità procedures will be considered an asset.
• Strong attention to detail, problem-solving abilities and customer service skills.
• Ability to work independently and handle urgent requests.