Administration Executive

Job Summary

We are seeking an organised and motivated individual to support our commercial team in compiling high-value construction contracts. The candidate must possess a mix of technical and administrative skills as well as strong organisational and interpersonal skills.

Responsibilities:

• Assist in compiling, reviewing, and managing contracting procedures, ensuring compliance with company policies and industry standards.
• Preparing reports as necessary.
• Maintain accurate records and data analysis, to support commercial decision-making.
• Collaborate with various teams and stakeholders to support objectives and deliverables.
• Ensure that objectives are achieved collaboratively with other team members and units.
• Manage relationships with multiple stakeholders including consultants, contractors and internal teams.
• Maintaining organised records of contracts, and correspondence to ensure accessibility and compliance.

Requirements:

• Minimum of 3 years of experience in a similar role related to the construction and finishing works of local building projects.
• MQF Level 5 qualification in areas related to construction and/or administration management.
• Excellent written and verbal communication and interpersonal skills to interact professionally with internal teams, suppliers, contractors and other stakeholders.
• Familiarity with common construction contracts, understanding of contract terms and clauses, contract requirements,  and related risk identification and contractual obligations.
• Ability to collect, organise, and analyse data, and create basic reports using digital tools.
• High level of accuracy in data entry, documentation, and record-keeping.
• Ability to handle and deliver multiple responsibilities/tasks simultaneously, such as supporting contract administration, and communications.
• Ability to adapt to changing needs, prioritize tasks effectively in a dynamic environment and meet deadlines in a fast-paced environment.
• Can understand drawings, specifications and programs of works.
• Basic understanding of construction processes, materials, regulations, health and safety standards, and compliance requirements.
• Some experience in tendering, procurement and contracting, understanding of the processes and perceive the value of the relationships with suppliers and contractors.
• Fluent in both English and Maltese languages.
• Proficiency in Microsoft office suite especially in Outlook, Word and Excel. Exposure to project management tools like MS Project would be an advantage.
• Familiarity with programmes such as ACAD and Adobe Suite.
• Knowledge of other applications such as Therefore, JIRA and DocuSign.
• Willingness to learn, take on new tasks and seek solutions.