Administrative & Office Coordinator

  • Full Time
  • Malta


Working on a full-time basis and reporting to the Senior Partner, the chosen candidate will be

Responsible for the following duties:

  • Preparation of daily schedule
  • Update of staff vacation leave requests
  • Weekly upkeeping of team’s time logs
  • Taking minutes of meetings for SP
  • Monthly update of time logs in ProCenter
  • Individual update of clients’ details in ProCenter
  • Individual update of projects’ details and rates in ProCenter
  • Issuing of fee notes to clients
  • Follow up on fee notes issued to clients
  • Download and preparation of tender documents/public quotations
  • Coordinating tender/public quotation documentation for all Key Experts required
  • Uploading tender/public quotation offers
  • General administrative duties within the department
  • General administrative duties as necessary from time to time in assistance to Admin/Finance department
  • Covering for colleagues at main reception when necessary
  • Issuing of invoices on monthly basis for all ongoing cases from ProCenter
  • Follow up on outstanding amounts based on debtors list provided by Finance department


  • School leaving certificate is required;
  • Excellent command of Microsoft Office applications;
  • Proven track record working with administrative and clerical procedures and/or in a similar role;
  • Exceptional written and verbal communication skills in English, whether in person, phone and/or written correspondence;
  • Ability to work under pressure and to work closely with others in a multidisciplinary environment;
  • Able to contribute positively as part of a team, helping out with various tasks as required;
  • Attention to detail, influencing skills and assertiveness;
  • Excellent interpersonal skills, able to communicate with confidence and clarity;
  • Proficient analytical skills and a measured approach to decision-making, being able to take decisions as and when needed in the interest of efficiency;
  • A motivated team player demonstrating an eager and positive work ethic;

Candidates are invited to send in their detailed CV together with their accompanying portfolio to

[email protected]

All applications will be treated in strictest confidence.

To apply for this job email your details to