Main Duties and Resonsabiltiies 

• To answer all incoming telephone calls in a timely, efficient and courteous manner and direct such calls to the respective staff members.
• To handle sick notifications on a daily basis and immediately update the Manager and the HR Department.
• To ensure employee records, including leave, and sick notifications are kept up to date.
• To assist in processing both monthly and fortnightly payroll
• To respond to any emails correspondence and walk-in business queries on products received both internally and by customers.
• To handle the purchase orders for the spare parts.
• To follow up with the customers after the repairs on their vehicles are completed to ensure that they are satisfied and assist with any possible queries.
• To make sure that the filing system is up to date including job cards.
• To assist the Manager in any clerical duties assigned from time to time.
• To always keep the reception desk in a clean and tidy manner and ensure removal of unsightly items from reception area.
• To handle invoicing related to insurance, warranty, intercompany, and cash transactions accurately and in a timely manner.
• To sort and organize company invoices and forward them to the manager  for approval.
• To manage and reconcile petty cash transactions and maintain accurate records.
• To follow up with estimators regarding any pending addendums to ensure timely completion.
• To oversee the overall administration operations.
•  To handle the overall production and booking/ prioritization cycle.
• Work closely with the management team to oversee booking sequences and maximize the number of jobs taken at MAS to achieve monthly targets.
• To attend any training that is being requested by the Company.
• To ensure that Company Rules and Regulations are adhered too
• To ensure a high quality/standard of work and service throughout
• To strictly adhere to the Health and Safety Regulations and Company Policies.
• To ensure that all company Procedures are adhered to in order to carry out the credit appraisals on a day-to-day basis.
• To report any near misses or accidents to the Health and Safety Co-Ordinator or any other staff member in the Human Resources Department.
• To report any Health and Safety Hazards to the Health and Safety Co-Ordinator.

Education and Skill Requirements

• Fluent in written and spoken Maltese and English
• O’ Level Standard of Education
• IT Proficiency: good working knowledge of Microsoft Applications especially in Excel and Outlook
• Customer Care skills
• Be able to multi-task and work on own initiative.
• Be highly organised and meticulous, with the ability to prioritise workload with minimal supervision.
• Be able to work in a team and maintain relationships both internal and external.
• Excellent communication and inter-personal skills.

The list of main duties and responsibilities in this accountability profile is not necessarily exhaustive nor is it necessarily in order of importance; nor is any of this accountability profile permanent and/or immutable.