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Administrative Assistant

Administrative
Full Time
Intermediate (1-3 years)
Closing date 28/02/2026
Published on 05/12/2025
On Premises
Malta

Job Description

Overview
  • We are looking for an organized and detail-oriented individual to join our team. The ideal candidate will have excellent communication and organizational skills, as well as a strong ability to multi-task and prioritize.

    Responsibilities:
    Maintain organized records of purchase orders, supplier information, contracts, and delivery documentation.
  • Coordinate with the Warehouse to monitor stock levels and ensure prompt replenishment.
  • Follow up with suppliers regarding delivery schedules, order status, and any issues or delays.
  • Verify invoices, delivery notes, and resolve discrepancies before forwarding to the Accounts Payable team.
  • Maintain and update vendor databases and assist with supplier evaluations.
  • Coordinate with internal departments to gather purchasing requirements and obtain necessary approvals.
  • Track purchase requisitions and ensure all documents are complete and filed correctly.
  • Prepare regular purchasing reports and assist in contract organization and renewal tracking.
  • Ensure adherence to company procurement policies and procedures.

Requirements

  • Strong administrative and organizational skills.

  • Good communication skills for vendor and internal coordination.

  • Proficiency in MS Office especially Excel.

  • Basic knowledge of procurement or supply chain processes is an advantage.

  • Attention to detail and ability to multitask.

  • Can speak and understand Maltese

Languages

  • English

  • Maltese

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