Office Administrator

  • Basis:  Full-Time
  • Closing Date:  07 Aug, 2020
  • Job Ref:  KMP-54312

Job Description

About Apex Group Ltd
Apex Group Ltd specialises in community services, where it provides a variety of tailor-made caring and nursing services, childcare centres services, cleaning services, and delivers training and education through Apex Academy.

Our vision statement is “To become a leading company in the provision of community services for a wide range of clients within the community.” We seek to fulfil our mission as “We aim to exceed our clients’ expectations in all aspects, holistically”.

Truly, your needs are our calling.

Purpose of the Role
Apex Group Ltd is looking for a full-time Office Administrator to join our growing team. The Office Administrator will have a crucial role as they will be the first point of contact for clients and visitors, telephone calls, and assists and fulfils numerous operational activities.

The chosen candidate will have the opportunity to work in a dynamic and fast-paced environment.

The ideal candidate is to have:

  • Minimum MQRIC level 5 education
  • Proficiency in MS Office applications and holds an ECDL certificate
  • Proficiency in spoken and written English language
  • Driving Licence B
  • A can-do attitude
  • Ability to work flexibly


  • Secretarial course or equivalent
  • Knowledge and understanding of Accounts
  • Minimum of 2 years relevant work experience
  • Maltese language speaking


  • Customer-care oriented
  • Communicates effectively
  • Attends to detail
  • Delivers excellence
  • Team player
  • Plans and organises
  • Solves problems
  • Monitors and measures
  • Reports information
  • Builds the brand
  • Ability to work under pressure

Role Responsibilities:

  • Greets clients and visitors
  • Daily management of e-mails and other correspondence
  • Handles telephone calls and if needed directs them to the respective departments
  • Organises meetings
  • Performs daily telephone supervision
  • Completes filing and data inputting
  • Assists in audits
  • Manages office supplies
  • Organises refreshments for training sessions
  • Organises, prepares, and monitors the courier’s daily schedule according to the company needs
  • Prepares clients files for distribution
  • Plans and issues cleaning services rosters
  • Stock take and plans the cleaning services material distribution
  • Guides and provides employees with the necessary information to arrive to their duty and what is required from them
  • Creates and amends the rostering frameworks and inserts the necessary data for the Services Coordinator
  • Assists the Services Coordinator in the daily running of services
  • Enters data in the SAGE system
  • Computes the cleaning services hours
  • Chases payments
  • Files accounts purchases, receipts, and payments accordingly
  • Liaises with Group Operations Executive or Services Coordinator for any respective difficulties
  • Responsible for the medics’ coordination, including daily and monthly reports and record keeping
  • Assists the administration team in administrative duties as needed