Job Description
We are currently seeking a highly organized and detail-oriented individual to join our team as a Personal Assistant to the General Manager (GM) and an Accounting Clerk at a leading transport company in Malta. This role requires strong administrative and accounting skills, as the employee will be responsible for supporting the GM in various tasks while also handling accounting duties. The successful candidate will play a vital role in ensuring smooth operations and effective financial management within the company.
Responsibilities as a Personal Assistant to the GM:
- Administrative support:
- Manage the GM’s calendar, schedule appointments, and arrange meetings.
- Coordinate travel arrangements, including flights, accommodation, and transportation.
- Prepare meeting agendas, take minutes, and distribute relevant documents.
- Communication and correspondence:
- Handle incoming and outgoing emails, letters, and phone calls on behalf of the GM.
- Draft and edit correspondence, reports, and presentations as required.
- Liaise with internal and external stakeholders, maintaining a professional and courteous manner.
- Document management:
- Organize and maintain files, records, and documentation in both physical and digital formats.
- Assist in the preparation of confidential and sensitive documents.
- Ensure timely retrieval and delivery of information as requested by the GM.
- Special projects:
- Support the GM in the execution of special projects, research initiatives, and presentations.
- Conduct market research and gather relevant data to assist in decision-making processes.
- Collaborate with other departments to coordinate project timelines and deliverables.
Responsibilities as an Accounting Clerk:
- Sales and purchase invoicing:
- Issue and send sales invoices to customers, ensuring accuracy and timeliness.
- Input sales and purchase invoicing data into the accounting system.
- Verify and reconcile discrepancies in invoices or purchase orders.
- Financial reporting:
- Prepare regular financial reports, including income statements, balance sheets, and cash flow statements.
- Assist in the analysis of financial data and provide recommendations for improvement.
- Collaborate with the GM and Finance departments in budgeting and forecasting activities.
- Bank reconciliation:
- Perform bank reconciliations to ensure accuracy between the company’s records and bank statements.
- Investigate and resolve any discrepancies or outstanding items promptly.
- Maintain records of banking transactions and update financial systems accordingly.
- Debtors follow-up:
- Monitor and follow up on outstanding payments from debtors.
- Communicate with customers regarding overdue accounts and payment reminders.
- Collaborate with the Finance department to resolve any billing or payment discrepancies.
Requirements:
- Bachelor’s degree in Accounting, Finance, Business Administration, or a related field.
- Proven experience as a Personal Assistant or Administrative Assistant, preferably supporting senior executives.
- Strong organizational and multitasking skills to manage competing priorities and deadlines effectively.
- Proficiency in accounting principles and experience using accounting software.
- Excellent attention to detail and accuracy in financial reporting and data entry.
- Strong communication skills, both written and verbal, with a professional and friendly demeanour.
- Proficient in Microsoft Office Suite, including Excel, Word, and PowerPoint.
- Discretion and confidentiality in handling sensitive information.
- Self-motivated and able to work independently with minimal supervision.
- Knowledge of the transport industry or related fields will be considered an asset.
Join our team and contribute to the success of our leading transport company in Malta. We offer a competitive salary, a supportive work environment, and opportunities for growth and development.
To apply, please submit your resume, a cover letter highlighting your relevant experience, and any additional documents you believe would support your application.
