A leading accounting and corporate service firm is looking for an Administrative & marketing to join their team in southern Malta. Your role will perform an array of administrative & marketing duties and be a key person for the smooth running of the office. The ideal candidate will have at least 2 years’ experience in a similar role. If you wish to join an ACCA Platinum Approved Employer, then GRS look forward to receiving your CV for this Administrative & Marketing Executive role based in southern Malta.
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Updating the company’s website with content provided by Senior Managers and publish the same on the social media pages of the firm
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Liaising with the external SEO agency and coordinating with the respective staff to present the information required
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Assist in other marketing roles as required.
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Open and close the office
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Equip boardroom with business cards, pens, calculator, ensuring wifi and telephone are working
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Take care of general office maintenance
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Answering of phone calls
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Welcoming clients and answering basic queries of clients to avoid that staff from accounts going downstairs, preparing drinks, preparing the boardroom for meetings
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Document management - registered in accounts or audit register, email sent to respective managers and documents placed in respective pigeonholes.
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Scanning of documents and managing the archives of the firm.
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Ensuring all IT folders in the respective drives are being checked to be consistent with the procedures of the Firm, so that ongoingly the data is retained according to the IT SOP procedures
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Chasing by telephone and by email clients in order to bring to the office documents or payments in relation to VAT / TAX / NI / Audits / Annual Returns etc and when required sending final reminders by registered mail.
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Chasing of debtors by telephone and email plus sending statements by email or by post and if necessary, attending at client's premises to collect payment
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Ensuring that sufficient stock of stationary / consumables is available, if not sourcing necessary quotations and ordering same upon instructions from management
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Checking of your emails / internal tasks created and communicating with your manager
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Coordination of internal and external seminars being attended to by staff including booking of venue/booking seminar, updating internal training schedule for easy compilation of CPD returns at end of year, downloading and filing of respective notes and collecting and filing respective certificates
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Ordering property searches from land registry and collecting them (once a year);
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Liaising with our IT company under manager’s instructions in the case that IT problems arise
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Coordinating seating, IT equipment/software/ email signatures/ email accounts and stationery for interns / new staff, registering them with Jobsplus, maintaining leave records, opening new staff files, collecting timesheets and filing of same for staff (latter every Friday)
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Assisting in coordinating staff events
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Collecting, printing and filing of supplier statements for monthly payments.
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Attending at the various authorities for the submission of documentation (On Fridays).
Due to the high volume of applications we receive at GRS Recruitment, only shortlisted candidates will be responded to.