Customer Care & Office Administrator

Job Description

Our client is looking to onboard an Customer Care & Office Administrator to act as the primary point of contact for customers, ensuring their queries are handled with professionalism, efficiency, and care, while also contributing to the smooth day-to-day running of office operations in close coordination with technicians, clients, and internal teams.Responsibilites

• Serve as the main point of contact for customers, responding to inquiries, providing updates, and ensuring clear, consistent communication to maintain high levels of satisfaction
• Manage and resolve customer complaints by identifying root causes, implementing effective solutions, and following up to ensure service quality and value delivery
• Monitor and maintain spare parts inventory, ensuring technicians and site personnel are adequately equipped
• Coordinate with technicians and site teams to support efficient scheduling and service delivery
• Oversee preventive maintenance schedules, logbooks, and reporting, ensuring accuracy and timely updates
• Administer preventive maintenance contracts, including renewals, onboarding, and labour tracking
• Process and verify timesheets, job sheets, and attendance records, ensuring accuracy and timely submission of labour and material data
• Handle administrative queries related to job sheets, invoices, requisitions, and service records
• Prepare, issue, and follow up on quotations in coordination with technical teams and clients
• Support payment processing, credit control, and follow up on outstanding balances
• Issue invoices and receipts while maintaining accurate financial and service documentation
• Manage petty cash and perform general office administrative duties
• Maintain accurate records of customer interactions, service activities, and administrative processes
• Prepare preventive maintenance and operational reports as required
• Conduct customer satisfaction surveys and identify opportunities for service improvement.
• Participate in training and development initiatives to stay current with industry practices
• Assist with additional operational tasks, including shipping coordination when required
• Carry out other customer care and administrative duties as assigned by management
• Ensure compliance with company policies, legal requirements, and workplace health and safety standards, including proper use of PPE and reporting of hazards

Requirements

• 1-3 years' experience in customer service, office administration, or a similar role
• Proficiency in Microsoft Office Suite
• Familiarity with CRM or customer service management tools
• Understanding of inventory management and preventive maintenance tracking
• Ability to manage basic financial and administrative tasks, including invoicing, receipts, petty cash, and payment follow-ups
• Strong verbal and written communication skills in English & Maltese

Benefits

• Health Insurance
• Cloudigo

Job Reference: MS796CategoryAdministrativeJob typeFull TimeEmployment levelIntermediate (1-3 years)Work LocationOn PremisesEmployer industryIndustrial Goods & ServicesLanguagesEnglish, MalteseAdministrative Jobs & Clerical Jobs in Malta both aim to provide clerical and administrative support to businesses. Jobs in administration and clerical roles include admin, accounts administration, clerk, customer support, front office, office support, personal assistant and secretary roles.

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