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.DUTIES AND RESPONSIBILITIESEngage 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.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.Monitor and maintain the inventory of spare parts, ensuring that all technicians and site personnel are equipped with the necessary tools and parts.Coordinate with technicians and site personnel to ensure efficient scheduling and execution of service.Oversee preventive maintenance schedules, logbooks, and reports, ensuring accuracy and timely updates.Manage preventive maintenance contracts, including labor monitoring, renewals, and new contract onboarding.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.Handle administrative queries related to job sheets, invoices, requisitions, and service records.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.Issue invoices, receipts, and maintain proper financial and service documentation.Manage petty cash and assist with general office administrative duties.Maintain accurate records of customer interactions, service operations, and administrative activities.Prepare preventive maintenance and operational reports as required.Conduct customer satisfaction surveys and identify areas for service improvement.Participate in training programs and workshops to enhance skills and stay updated with industry developments.Assist with additional operational tasks such as shipping coordination related to quotations when required.Perform any other duties related to customer care and office administration as reasonably requested by management.Follow company policies, procedures, and legal requirements.Comply with all workplace health and safety rules, use personal protective equipment as required, and report any hazards or unsafe conditions immediatelyCANDIDATE PROFILE1–3 years in customer service, office administration, or similar roleProficiency in Microsoft Office Suite (Word, Excel, Outlook) and E-work softwareExperience with customer service management tools or CRM softwareKnowledge of inventory management and preventive maintenance trackingAbility to handle basic financial and administrative tasks, including managing invoices, receipts, petty cash, job-related entries, and payment follow-ups.Strong verbal and written communication skillsExcellent problem-solving and analytical abilitiesCustomer-oriented and empathetic approachStrong organizational and time management skillsTeamwork and collaboration with technicians, clients, and internal teamsDue to the high volume of applications received at GRS Recruitment, only shortlisted candidates will be responded to.To apply for this position, please email your CV to Michelle Cooper, quoting the above job reference or call +356 27780664 for further information.
