Purchasing Clerk & Office Administrator

Are you a highly efficient individual who is extremely organized and meticulous? Do you have a passion for designing process and filing systems? Do you like working on your own initiative? If you said yes, then this might be the perfect job for you! 

At AIM Enterprises Ltd, Malta`s leading supplier for automation parts and services, we are looking for a self-driven and proactive individual to join our team on full time basis as a Purchasing Clerk & Office Administrator 

Purchasing Clerk:

• Process client orders by issuing invoices for items on hand and placing orders with suppliers for non-stock items.
• Update client orders with lead times as per supplier Order Confirmations.
• Inputting of goods according to the Supplier Invoice; this process includes a) checking retail price b) updating item description c) identify if goods are for stock or for clients. 
• Processes Invoices / Delivery Notes according to supply.
• Declare all incoming European goods via the NSO Supplementary Declaration System. 
• Assisting the Accounts Department with clerical inputting, filing and processing needs.  
• Ensure that all related operations are in line with procedures

To assist the CEO and COO in any duties related to the overall company needs. This includes but is not limited to; 

• Assisting in weekly internal company meetings with employees and taking action based on the outcomes.
• Supervising the general tidiness and upkeep of the entire premises. 
• Supervising of all internal upgrading works and reporting to the COO. 
• Handling internal maintenance such as Lift/ Server / PABX / AC service. 
• Maintaining records and setting appointments for Company Vehicles Services, VRT, and cleaning. 
• Maintaining records and replenishing employee uniforms.
• Upkeeping and placing orders for company and office supplies and stationery (such as bags, disposables, water bottle balance for machines, and all groceries). 
• Managing new employees during the onboarding process. 
• Procuring and presenting quotes to the COO for any purchases needed. 
• Assist the COO in managing the company's social platforms; creating content to publish and overseeing client requests. 
• Assist the COO in creating and procuring advertising and promotional material. 

Qualifications and Skills:

• Has experience with office management systems and assisting management for at least 1 year
• Individuals with experience within the shipping and logistics industry who comprehend procurement processes will be given preferences. 
• Speaks both Maltese and English and has a very good written level of both.