Administrative & Accounts Officer (m/f/o)

Tasks

• Act as the first point of contact welcoming visitors and students addressing inquiries and directing appropriately
  
• Provide course information guide students to waiting areas and follow up on late arrivals
  
• Handle phone calls related to course details and schedules
  
• Manage and respond to emails professionally
  
• Oversee student registration ensuring accuracy and enrollment in the correct accreditation programs
  
• Supervise the administrative assistant ensuring timely preparation of course materials and smooth coordination with instructors
  
• Process certificates maintain documentation standards and update the Operations and Training calendar
  
• Confirm delegate attendance notify Sales of changes and support general admin duties
  
• Manage office supply inventory and staff/subcontractor meal tracking
  
• Support the Centre Training Manager with logistics for overseas delegates including LOIs visas and embassy coordination
  
• Carry out additional admin tasks as needed
  
• Record client payments and monitor online transactions ensuring accurate system updates
  
• Collaborate with head office accounts for invoice and PO generation maintaining accuracy and timelines
  
• Track payments follow up on overdue balances and assist with petty cash and monthly financial returns
  
• Support efforts to reduce Aged Debtors

Requirements

• At least 2-3 years’ experience in administrative roles with financial responsibilities
  
• Proficient in Microsoft Office suite Excel Word Outlook
  
• Familiar with invoicing payment processing and basic financial documentation
  
• Experience working in a customer-facing environment preferably in a training or educational setting
  
• Comfortable using booking systems intrnal databases or ERP platforms for data entry and tracking
  
• Strong written and verbal communication skills in English knowledge of Maltese is considered an asset
  
• Ability to coordinate with internal departments and external partners in a professional manner
  
• Previous experience handling course registrations certificates or delegate logistics is an advantage
  
  

Joana Martins