Administration Executive

Job Summary

We are seeking a highly organised and proactive Administration Executive to oversee and coordinate the administrative functions at AX Construction. The main responsibilities of the role include ensuring the smooth running of the office and providing ​essential support to the management and project teams. This role requires strong leadership and ​communication skills, and a deep understanding of the Construction industry operations.

Responsibilities:

• Manage daily office operations, ensuring efficiency and compliance with company policies.
• Supervise and support administrative staff in their duties.
• Maintain office supplies and ensure smooth office functioning.
• Schedule and organise internal and external meetings.
• Take accurate minutes during meetings and ensure timely distribution to relevant stakeholders.
• Oversee preparation and maintenance of construction-related documents, contracts, and records.
• Ensure timely submission of compliance reports and permits.
• Maintain accurate records and data analysis, to support management in decision-making.
• Preparing reports as necessary.
• Collaborate with various teams and stakeholders to support objectives and deliverables.
• Act as a liaison between office and on-site teams to facilitate communication.
• Schedule and organize meetings, training sessions, and team events.
• Provide administrative support for ongoing construction projects.
• Track deadlines and assist in maintaining project timelines.

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 Business Administration, Construction Management, or a related field.
• 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.
• Experience in tendering, procurement and contracting, understanding of the processes and perceiving 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.
• Ability to handle confidential information with integrity.

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