Reporting to the Deputy Head of Institution, the duties of the ISTC Administration Executive shall include, but not be limited to, the duties listed below as well as any other duties that may be assigned from time to time by the Company by a simple notice in writing, in line with the job description.

· To provide business and administrative support to the Managing Director (which may involve dealing with personal/private and confidential matters) and to the Deputy Head of Institution to whom they will be directly reporting to;

· Handling verbal and written enquiries; managing and coordinating incoming and outgoing correspondence;

· Planning, organising and coordinating paid travel arrangements for ISTC full time staff or sub-contractors,

· Preparing of any letters of invitation (LOI), visa applications and dealing with any foreign embassies/consulates and the Maltese equivalent

· Issuing agendas for meetings, ensuring that required reports are submitted on time, taking meeting minutes, as well as setting tasks and following up from meeting notes;

· Responsible for the administration of service for Company leased/owned vehicles;

· Liaising with external professionals, clients and team members on behalf of the directors;

· Assisting the Accounts Department with the preparation of monthly invoices and the petty cash balance record keeping.

· Ensuring that Aged Debtors are contacted and outstanding debtors balance reduced monthly;

· Responsible for online purchases/ credit card payments;

· Responsibility for the petty cash account and compilation of the monthly balance sheet.

· Carrying out invoicing and ensuring returns to the finance department.

· Undertake line management duties for any staff who report to the Administration Executive including support at Reception for arising matters as they arise.

· Preparing Time sheets of employees (those applicable) and ensuring correct compilation and submission of monthly staff attendance records, timesheets and overtime hours records to HR department in a timely manner.

· Co-ordinating with sub-contractors and new employees in the onboarding process, organising and maintaining personnel files at ISTC, assisting sub-contractors in the submission of invoices and timesheets.

· Submitting leave applications and updating Indigo system.

· Responsible for the coordination of extraordinary/adhoc office purchases, including the co-ordination and management of planning and purchasing of corporate gifts and other gifts as may be required from the directors for clients/employees etc;

· Recording and completion/ordering of purchase orders for equipment and miscellaneous items

· Maintenance of the ‘approved suppliers’ list as per the QMS.

· Responsible for the coordination of work schedule of the office maintenance and stationary

· Handling/recording of all complaints, concerns and/or compliments as per the QMS procedure.

· Maintain up to date inventories of all vehicles, equipment and assets including in classrooms and training grounds;

· Oversee the issuing of staff uniforms in line with company policy; including upkeep of records of stock items distributed and returned prior to replacement or at end of employment;

· Undertake regular stock checks of all equipment including PPE and uniform and maintain an accurate inventory and records;

· Carry out general administrative tasks commensurate with the role;

· Support direct superior with maintenance and updating of Policies and procedures with respect to Group policies and Procedures, QMS, ISO, GDPR and audits on matters relating to the Administration Department.

· Conducting annual staff appraisals and management reviews of direct reports as per QMS, setting and monitoring progress of annual objectives and ensuring that all interviews, corrective and preventative actions etc are correctly recorded and in line with the requirements of the QMS;

· Support direct superior with Website and Portal requirements including ownership of the day to day online booking system including follow ups required for the improvement of same for ease of operations and better use by clients.

· Support direct superior with meetings, events and other activities related to ESG initiatives, compilation of ESG reports, presentations and documents including maintenance of ESG documentations, databases, records and applications for applicable grants through same.

· Any other duty deemed commensurate with the role in which employed to ensure the safe, smooth and efficient running of the facility.

Requirements

Proven experience in administration or office coordination

Strong communication and organisational skills

High attention to detail and confidentiality

Ability to work independently and manage multiple priorities

Familiarity with basic finance processes and HR support

Working knowledge of compliance and quality systems is an asset

How to Apply

Send your CV and cover letter to: https://albertamt.bamboohr.com/careers/237