Office Administrator

United Equipment Co. Ltd. (UNEC Co. Ltd.) is a market leader in the supply of special equipment to the Transport, Construction and Logistic/Warehousing businesses and plant equipment for industries and businesses in general. Being the official representatives of prestigious brands such as DAF, Caterpillar, Cummins, Hyster and Ingersoll Rand amongst others. The company is offering an opportunity of an ambitious Office Administrator to join our growing team:

You will be responsible for

The Office Administrator should ensure their working hours are productive, and ensuring that all administrative documents, including contractual invoicing, are collected and posted daily. They are also responsible for ensuring the D365 system is kept updated in a timely manner. Additionally, they must that the monthly leasing invoice be sent to clients in a timely manner.

The ideal candidates should have

• Dealing with Customer request for invoices and invoice clarifications
• Support Sales team in creating sales invoices and posting prepayments for equipment
• Establish new projects, raise purchase orders, and post supplier invoice journals.
• Raise purchase orders, submit them for approval, invoice prepayments, and send payments to clients.
• Check for pending invoices to be posted in the systems and post pending invoices.
• Prepare necessary documentation and send it to our accounts department regarding payments of excise tax, duties, and VAT in relation to received invoices.
• Invoice customers according to the service provided.
• Stay informed and adhere to the Company’s Quality (ISO 9001), Environment (ISO 14001), Health & Safety Management
• System, and Operational procedures and policies, while meeting all legal obligations. Support the Company’s objectives and targets and ensure the desired level of customer satisfaction is achieved, operating in an economically viable manner, respecting the wellbeing of all stakeholders, and minimizing environmental impact.
• Receive and promptly relay communications to your superior.
• Perform any other duties appropriate to the level of this role as assigned from time to time.

Working Conditions

• Maintain a flexible approach and be prepared to work irregular hours when required.
• Assist in fostering the development of character, skills, attitude, and superior individual and team performance.
• Meet the exigencies of the client.
• Always maintain a professional and business-like image.

Personal Characteristics, Skills & Experience

• Demonstrate the ability to communicate effectively, both verbally and in writing in English, for adequate reporting to superiors and fostering good relations.
• Capacity to work efficiently within a team, including responding to the needs of team members and offering assistance when necessary.
• Ability to work effectively under pressure and with minimal supervision.
• Capability to manage and supervise subordinates.
• Commitment to openness and honesty.
• Skill in maintaining confidentiality and collaborating with third parties.
• Flexibility in approach to work commitments.
• Minimum of 1 years’ relevant work experience, preferably in a similar industry.
• Minimum educational attainment of A-levels.
• Knowledge of accounts will be considered advantageous.
• Good proficiency in PC usage required.

Interested applicants are requested to send their CV to hr@bbg.com.mt.