Job Title

Administration Assistant

Required Skills

Job Description

Company Introduction

Our client is a leading service provider for the civil aviation sector.

Job Responsibilities and Duties

  • Responsible to carry out standard office procedures including answering phone calls, sorting mail, data inputting, updating documents and working on spreadsheets;
  • Promote a positive safety culture and ensure that safety and quality policy is devised and maintain office systems to address the needs of the company, in conformity with its policies and requirements;
  • Provide administrative support to the management and administration team, with mailing, scanning, copying and any other administrative requirements;
  • Keep databases updated, ensuring the necessary changes and amendments to data are regularly made;
  • Source and obtain quotes for indirect goods and services;
  • Purchase and maintain kitchen supplies, stationery, personal protective equipment and uniforms amongst other items, as required by the company;
  • Responsible for the up-keeping of meeting and training rooms, temporary workplaces, customer office, and kitchenette;
  • Assisting visitors to the company and provide support with the necessary transportation requirements;
  • Assist in the organization and setting up of meetings;
  • Ensure that office equipment is in good working order and coordinate maintenance as required;
  • Prepare gate passes for individuals and vehicles to access our company premises;
  • Liaise with staff in other departments and with external contacts;
  • Correspond with suppliers and ensure that supplies are well stocked;
  • Run errands using the company car as required;
  • Engage in the booking of courses, conferences and events;
  • Ensure all documentation is filed in a systematic and organized manner;
  • Organize travel, accommodation, vehicle leasing, or renting arrangements for staff members traveling on work matters;
  • Responsible for the upkeep of locker keys for all staff;
  • Engage in any other tasks as assigned by management.


  • Holding an O’ level standard of education and/or administrative diploma;
  • Previous experience in an administrative role.

Personal Skills

  • Excellent written and communication skills in both Maltese and English;
  • Be proficient in Microsoft Office applications and ideally possess ECDL qualifications;
  • Be mature and have good interpersonal skills;
  • Able to work on own initiative;
  • Possess excellent organizational skills and multi-tasking abilities.

International Recruitment Specialist

Sectors Sales & Administration


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