Join our esteemed manufacturing client in Malta as a Customer Care & Office Administrator. As a Customer Care & Office Administrator, you will hold a dynamic role that combines customer service excellence with essential administrative and operational responsibilities. You will serve as a primary point of contact for customers, ensuring that their needs are understood and met with professionalism, efficiency, and a high standard of care. You will also support the smooth day-to-day running of office operations, working closely with technicians, clients, and internal teams.
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Engage with customers to understand their needs, respond to inquiries, and maintain a high level of customer satisfaction through clear and consistent communication, including feedback, service updates, and issue resolution.
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Handle and resolve customer complaints by analyzing issues, implementing effective solutions, and following up service delivery to ensure customers are receiving optimal value from the products and services provided.
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Monitor and maintain the inventory of spare parts, ensuring that all technicians and site personnel are equipped with the necessary tools and parts.
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Coordinate with technicians and site personnel to ensure efficient scheduling and execution of service.
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Oversee preventive maintenance schedules, logbooks, and reports, ensuring accuracy and timely updates.
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Manage preventive maintenance contracts, including labor monitoring, renewals, and new contract onboarding.
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Process and follow up on timesheets, job sheets, and time and attendance records, ensuring all labour, attendance, and material information is accurate and submitted on time.
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Handle administrative queries related to job sheets, invoices, requisitions, and service records.
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Prepare, issue, and follow up on quotations, liaising with both technical teams and clients. Support payment processing, credit control, and follow-ups on outstanding balances.
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Issue invoices, receipts, and maintain proper financial and service documentation.
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Manage petty cash and assist with general office administrative duties.
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Maintain accurate records of customer interactions, service operations, and administrative activities.
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Prepare preventive maintenance and operational reports as required.
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Conduct customer satisfaction surveys and identify areas for service improvement.
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Participate in training programs and workshops to enhance skills and stay updated with industry developments.
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Assist with additional operational tasks such as shipping coordination related to quotations when required.
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Perform any other duties related to customer care and office administration as reasonably requested by management.
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Follow company policies, procedures, and legal requirements.
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Comply with all workplace health and safety rules, use personal protective equipment as required, and report any hazards or unsafe conditions immediately
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1–3 years in customer service, office administration, or similar role
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Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and E-work software
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Experience with customer service management tools or CRM software
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Knowledge of inventory management and preventive maintenance tracking
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Ability to handle basic financial and administrative tasks, including managing invoices, receipts, petty cash, job-related entries, and payment follow-ups.
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Strong verbal and written communication skills
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Excellent problem-solving and analytical abilities
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Customer-oriented and empathetic approach
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Strong organizational and time management skills
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Teamwork and collaboration with technicians, clients, and internal teams
Due to the high volume of applications received at GRS Recruitment, only shortlisted candidates will be responded to.