Administration Assistant

Job Title: Administrative Assistant

Location: Gudja, Malta

Department: Administration

Reports To: Manager

Job Summary:

The Administrative Assistant in the Administration Department provides essential support to ensure smooth and efficient office operations in Gudja. Reporting directly to the Manager, this role involves managing daily administrative tasks, supporting team members, and maintaining effective communication within the organization. The ideal candidate is organized, detail-oriented, and proactive.

Key Responsibilities:

• Manage and organize office operations and administrative procedures.
• Handle incoming calls, emails, and correspondence, responding or redirecting as needed.
• Schedule and coordinate meetings, appointments, and travel arrangements.
• Maintain and update filing systems, both electronic and paper-based.
• Prepare reports, presentations, and other administrative documents.
• Assist with basic bookkeeping, invoices, and financial record keeping.
• Order and manage office supplies and equipment.
• Provide general support to staff and management in the Administration Department.
• Ensure confidentiality of sensitive information.

Qualifications:

• High school diploma or equivalent; Associate’s or Bachelor’s degree preferred.
• Proven experience as an administrative assistant or in a similar administrative role.
• Proficient in MS Office (Word, Excel, PowerPoint, Outlook) and office equipment.
• Excellent organizational and time-management skills.
• Strong verbal and written communication skills.
• Ability to multitask and prioritize tasks effectively.
• Attention to detail and problem-solving skills.

Key Competencies:

• Professionalism

Fleet Agent

Fleet Car Hire Agent – Gudja

Job Type: Full-time (Shift-based)

Location: Gudja

Salary: Competitive fixed wage + commission on rentals/damage charges

Start Date: Immediate

Job Purpose:

To provide excellent customer service during the vehicle rental process, ensuring smooth handovers, accurate documentation, and thorough inspection of vehicles before and after each hire to detect and charge for new damages when necessary.

Key Responsibilities

• Welcome and assist customers with bookings, check-ins, and returns.
• Conduct detailed vehicle inspections before and after rental, noting new damages, scratches, dents, or fuel discrepancies.
• Record inspection results accurately, including photos or signed reports.
• Explain and charge customers for damages or fuel shortages according to company policies.
• Process payments, contracts, and rental documentation efficiently.
• Maintain vehicles clean, roadworthy, and ready for hire.
• Escalate serious damage cases, accidents, or disputes to the Fleet Supervisor/Manager.
• Support fleet operations with vehicle allocation, movement, and scheduling.

Requirements

• Must have a valid driving license.
• Ability to drive both manual and automatic vehicles.
• Previous experience in car hire, fleet operations, or customer service preferred.
• Strong attention to detail for spotting and documenting damages.
• Good communication, negotiation, and conflict-resolution skills.
• Basic IT/data entry skills (booking or fleet management systems).

Desirable Skills

• Knowledge of vehicle maintenance and safety standards.

Vacancy - Rental Sales Agents

We are seeking someone who is highly driven with a proven track record in Sales & Service.

You will have the opportunity to gain in depth exposure to our Branch Operations

What will be expected:

• Drive sales of our ancillary products to meet monthly targets
• Provide superior customer service while identifying and prioritising customer needs
• Handling customer queries, face to face, with professionalism and confidence
• Validate all customer information and ensure our internal policies are followed to protect the company assets
• Closing procedures

Skills Required:

• You will be a self-motivated, target driven individual
• An excellent communicator both verbal and written with an enthusiastic personality
• A background of providing superior customer service.
• A keen interest in cars & strong product knowledge is advantageous.
• Team player with excellent attention to detail and ability to adapt in a fast-paced environment
• Fluent English speaker. Second languages a bonus.
• A full B driving licence is preferential

Please send your covering letter and CV to customercare@smartmobilitymalta.com