Job Description

Our client, an established organisation within the transport industry, is seeking a highly organised and detail-oriented Depot Administrator to support its daily depot operations.

The successful candidate will provide administrative and operational support to Depot Management, ensuring accurate record-keeping, effective communication, and the timely processing of employee documentation, compliance records, and operational reports.

This position is ideal for someone with strong administrative skills who can manage multiple tasks efficiently in a fast-paced operational environment.

Key Responsibilities

• Provide daily administrative support to Depot Management and operational teams.
• Prepare, distribute, and maintain operational notices, including service updates, diversions, and other important communications.
• Process and maintain employee attendance records, sick certificates, leave documentation, and payroll-related information.
• Record employee payroll queries and coordinate with relevant departments to ensure timely follow-up.
• Prepare and maintain disciplinary documentation, warning letters, and other employee-related records in accordance with company procedures.
• Administer operational infringements, fines, and related compliance documentation.
• Conduct and record driver alcohol tests in accordance with established procedures.
• Assist with the preparation and submission of accident, injury, and incident reports.
• Prepare purchase orders, maintain purchasing records, and monitor office and operational supplies.
• Maintain driver fare deposit records and prepare reports relating to cancelled tickets.
• Coordinate driver training bookings, including Certificate of Professional Competence (CPC) training.
• Manage Lost and Found records, ensuring items are properly registered, safeguarded, and returned when appropriate.
• Maintain cleaning schedules, timesheets, and related documentation.
• Prepare regular reports covering attendance, disciplinary matters, compliance, financial administration, and other depot activities.
• Ensure all administrative records are accurate, organised, confidential, and up to date.

Requirements

• Minimum O-Level standard of education.
• European Computer Driving Licence (ECDL) qualification.
• Good knowledge of Microsoft Office applications, particularly Excel and Word.
• Good written and verbal communication skills in both Maltese and English.
• Previous experience in administration, clerical work, human resources support, or operational administration is preferred.
• Experience within the transport industry or workforce administration will be considered an advantage.
• Excellent organisational and time-management skills.
• Strong attention to detail and accuracy in record-keeping.
• Good communication, interpersonal, and teamwork skills.
• Ability to prioritise tasks and work efficiently in a busy environment.
• Strong problem-solving skills and a proactive approach to daily responsibilities.
• Ability to handle confidential information professionally.
• Basic reporting skills and the ability to monitor operational performance indicators.

What Our Client Offers

• Full-time employment with a Monday-to-Friday schedule, from 8:00 am to 4:30 pm.
• Opportunity to work within an established organisation in the transport industry.
• A varied administrative role supporting daily operations.
• A professional and team-oriented working environment.
• Opportunity to develop experience in operational administration and compliance.

Are you an organised and proactive administrator looking for your next opportunity? Apply today and take the next step in your career!