Our client specializes in car and body repairs and is currently seeking an enthusiastic individual to join their team as an Administration Clerk.
In this role, you will support the day-to-day running of the Body Shop administration section.

Main Duties and Responsibilities

• Answer all incoming telephone calls in a timely, efficient, and courteous manner, directing them to the appropriate staff members.

• Handle daily sick leave notifications and immediately inform the Manager and the HR Department.

• Maintain updated employee records, including leave and sick notifications.

• Assist in processing both monthly and fortnightly payroll.

• Respond to email correspondence and walk-in customer queries regarding products and services.

• Handle purchase orders for spare parts.

• Follow up with customers after vehicle repairs to ensure satisfaction and assist with any queries.

• Maintain an up-to-date filing system, including job cards.

• Provide clerical support to the Manager as required.

• Keep the reception desk clean, tidy, and presentable at all times.

• Manage invoicing related to insurance, warranty, intercompany, and cash transactions accurately and in a timely manner.

• Sort and organize company invoices and forward them for managerial approval.

• Manage and reconcile petty cash transactions, keeping accurate records.

• Follow up with estimators regarding pending addendums to ensure timely completion.

• Oversee overall administration operations.

• Handle production planning, bookings, and prioritization cycles.

• Work closely with the management team to coordinate booking sequences and maximize job intake to meet monthly targets.

• Attend training as requested.

• Ensure full adherence to company rules, regulations, procedures, and Health & Safety policies.

• Maintain a high standard of work and customer service.

• Report any near misses, accidents, or hazards to the Health & Safety Coordinator or HR.

Education and Skill Requirements

• Fluent in written and spoken Maltese and English.

• O Level standard of education.

• Good IT proficiency, particularly in Microsoft Excel and Outlook.

• Strong customer care skills.

• Ability to multi-task and work on own initiative.

• Highly organized and meticulous, with strong prioritization skills and minimal supervision needed.

• Strong teamwork skills and the ability to maintain positive internal and external relationships.

• Excellent communication and interpersonal skills.

Please note: The duties listed above are not exhaustive, may not be in order of importance, and may be subject to change depending on operational needs.