BUSINESS ADMINISTRATION ASSISTANT (RETAIL & PROPERTY)

Msida, Malta Island
€15,965-20,800 per year
Permanent
Full-time

7 days ago

FULL TIME
L-IMSIDA, MALTA
FULL DAY
27 September 2025
Ref: 422652

Support retail & property operations by maintaining accurate records in POS/operational systems. Assist with finance, HR, inventory, leases, reporting, and customer service while ensuring smooth day-to-day administration.Duties and Responsibilities The Retail & Property Administration Assistant will support the business owner in managing retail and property activities, with a strong focus on maintaining accurate data and records in the operational software. The role ensures that financial, inventory, HR, and property-related information is properly recorded, updated, and available for reporting. Financial Administration Support Assist the accountant by preparing and entering financial data from the POS system and operational software, including supplier/customer invoices, payroll inputs, and reconciliations. Inventory & Supply Chain Support Monitor stock records through the POS system, enter supplier invoices, and assist in preparing data for reordering and delivery reconciliation. Operational Reporting Generate and compile reports from the operational software on sales KPIs, staff overtime, leave, card/bank fees, and tenant payment delays. Premises & Property Administration Record utility costs, cleaning schedules, and maintenance activities in the operational software. Maintain accurate records for property leases, payments, and compliance. Human Resources Support Maintain staff data in the operational software, including attendance, leave schedules, and compliance documentation. Prepare supporting information for payroll, bonuses, and overtime. Customer Service Administration Record and reconcile refund data, customer complaints, and checkout issues. Prepare and maintain sales data from POS and online delivery platforms (e.g., Wolt, Bolt). Contractor & Maintenance Coordination Record maintenance requests, track contractor performance, and ensure timely scheduling of works. Mandatory Competencies – Retail & Property Administration Assistant Data Accuracy & Record-Keeping Ability to prepare, enter, and maintain reliable records in the operational software and POS system. Financial Data Preparation Competence in compiling supplier/customer invoice data, payroll inputs, reconciliations, and reports to assist the accountant. Inventory & Supply Chain Support Skills in monitoring stock levels, handling delivery documentation, and preparing reordering data. Operational Reporting. Other Competencies – Retail & Property Administration Assistant Digital Literacy Comfortable working with operational software (such as Odoo or similar ERP systems), MS Excel, and online sales platforms. Communication Skills Ability to communicate clearly with colleagues, suppliers, contractors, and customers, both verbally and in writing. Organisational Skills.ProfilesIf multiple Education and Language Profiles are defined, please note that you must fit at least one of them, but not necessarily all.PROFILE 1LanguageReadingSpeakingUnderstandingWritingENGLISHCompetencies

Check receipt of orders; determine processing order
Coordinate and supervise logistics operations of receipt, dispatch and delivery
Determine need for supplies; place orders
Follow-up international logistics operations
Follow-up payments, complaints and returns
Inform internal or external customers about handling and follow-up of orders
Manage stocks. Check receipt of goods
Organise and manage supply (supervise and follow-up consumption, orders...)
Organise division of storage spaces on-site and follow-up management
Organise or supervise the management of product, goods or raw material stocks (encoding, rotation...)
Register monitoring data of activities. Single out anomalies
Schedule work of fork-lift truck drivers, order preparation staff... according to order of order processing
Supervise maintenance of storage area and equipment

Past ExperienceOccupationExperience(months)CLERKS AND CONTROLLERS, STOCK12Driving LicencesNo Driving Licenses required for this vacancyApplyPlease be aware that you will be submitting the Application as and that your CV will be part of your application. For additional information, use the message box below.Message to employerYou must complete the account profile creation to be able to apply for a course.

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