An opportunity has arisen to join the firm as a Client Administration Executive in Malta. This role provides comprehensive operational and administrative support to a designated practice area within the firm, assisting with the efficient management of client engagements and internal workflows, to ensure overall team productivity. The position plays a key part in the end-to-end client lifecycle, from initial setup and quoting through to project monitoring and billing, while acting as a central coordination point between fee earners, Partners, and internal functions such as Finance and Compliance. If you feel you have the necessary skills, please apply for this Malta based role.
MAIN DUITES AND RESPONSIBILITIES
- Maintaining and updating client and contact records across internal systems, ensuring accuracy and completeness of data
- Managing client profile amendments and monitoring contact status updates in a timely manner
- Preparing, issuing, and tracking client quotations in line with agreed arrangements
- Updating the status of quotations and ensuring appropriate follow-up actions are completed
- Drafting and preparing Letters of Engagement (LOEs) and Terms of Business (TOBs)
- Liaising with the AML team to support efficient client onboarding processes
- Creating and setting up projects within internal systems, including budgets, revenue, and timelines
- Monitoring project progress and maintaining accurate project status information
- Overseeing time recording processes to ensure completeness and accuracy across the team
- Following up with fee earners regarding missing, incomplete, or inaccurate time entries
- Supporting the integrity of time data for billing, reporting, and operational purposes
- Preparing and issuing invoices in accordance with agreed fee arrangements
- Coordinating invoicing requirements with fee earners and Partners to ensure timely invoicing
- Ensuring all billing activities are completed in line with internal policies and deadlines
- Supporting the full lifecycle of client engagements, from onboarding through to billing
- Acting as a key coordination point between fee earners, Partners, and internal departments
- Contributing to the smooth delivery of administrative and operational processes across engagements
CANDIDATE PROFILE
- A minimum of 2 years’ experience in an administrative role – previous experience with client billing would be considered a positive
- Must have a good level of English, communications and IT skills; and hands on knowledge of related software and billing systems would be highly advantageous
- Excellent administration skills to ensure our internal PSA software and client billing runs efficiently, acting as an admin hub point within the practice areas of the firm
- Strong organisational and time management abilities
- A positive attitude and a collaborative team-oriented approach
- Good working proficiency in Microsoft Office applications
- A minimum O’Level standard of education, including Maths and English
Due to the high volume of applications, we receive at GRS Recruitment, only shortlisted candidates will be responded to.
