Job Description

Job DescriptionAs a Project Document Controller, the primary responsibility is to provide comprehensive administrative support to the construction and finishings teams. This includes assisting with documentation, organising and maintaining records, coordinating meetings, managing communications, and handling various administrative tasks essential to the smooth functioning of the teams. The Office Administrator plays a crucial role in ensuring that administrative processes are efficient and well-organised, allowing the construction and finishings teams to focus on their core responsibilities effectively.Main Duties and Responsibilities

• Assisting the Head of Construction and Finishings, in all administrative duties and supervising supplier's contracts for purchasing and maintenance, with both external and internal providers.

• Managing third party suppliers with a good level of professionalism.

• Preparing contracts, working documentation, commencement notices, Occupational Health and Safety Authority documentation, notification forms, and other relevant documents and certifications. Prepare vehicle insurance approvals for billing.

• Ensuring invoices and payment requests are verified and signed before submitting them to the accounts department.

• Managing the issuance of necessary permits and other required documentations.

• Scheduling meetings, taking minutes, and sending reminders.

• Handling updates to project timelines, generating project ranking reports and maintaining various working documents related to construction and finishing projects.

• Managing various other administration tasks as required.

• Perform any other duties that may be required.

Knowledge and Skills Required

• Excellent communication skills and able to communicate with different levels of the business and across suppliers.

• Displaying excellent time management skills to effectively prioritize tasks and meet deadlines, resulting in consistently high productivity.

• Working knowledge of maintenance and general facility matters, including basic health and safety, fire, and statutory compliance.

• Attention to detail.

• Strong awareness and focus on continuous improvements.

• Have a good command of speaking and writing skills in English and preferably Maltese.

Preferred work experience and background

• MQF Level 4 qualification (such as a post-secondary diploma, MCAST Advanced Diploma, or A-levels)
• Prior experience in a similar role will be considered an asset.

Work Environment: Office-based in St. Julian’sInterested candidates are to send covering letter and their updated CV by clicking on the "Apply Now" button.

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