Sales & Administrative Support Assistant

Zaminox is a Malta-based manufacturing group specialising in sheet metal fabrication, precision engineering and integrated manufacturing solutions.

Our operations serve local and international customers, providing engineering support, component manufacturing, complete products and flexible solutions to complex manufacturing requirements.

We are seeking a proactive, organised and commercially minded individual to join our administrative and commercial support team.

The Role

The Front Office, Accounts and Sales Support Officer will provide essential support across front-office administration, accounting and commercial activities.

The successful candidate must be comfortable managing several responsibilities, communicating professionally with customers and colleagues, and adapting to the changing requirements of a dynamic manufacturing business.

This position requires someone who takes ownership of tasks, follows through on commitments and contributes positively to customer service and business development.

Key Responsibilities

• Front Office and Administration

  • Manage incoming calls, emails, visitors and general enquiries.

  • Maintain professional communication with customers, suppliers and colleagues.

  • Organise correspondence, documentation, filing and office records.

  • Coordinate with production, logistics and commercial departments.

  • Support general administrative requirements across the Group.

• Accounting and Financial Administration

  • Prepare and process customer invoices, credit notes and delivery documentation.

  • Maintain accurate accounting and ERP records.

  • Assist with accounts receivable and customer payment follow-ups.

  • Support purchase invoice processing and document reconciliation.

  • Assist the Finance Department with routine accounting and administrative tasks.

  • Ensure the accuracy and completeness of financial documentation.

• Sales and Commercial Support

  • Receive and register customer enquiries and RFQs.

  • Assist the Commercial Department with preparing and following up quotations.

  • Maintain accurate customer information and sales records.

  • Follow up outstanding quotations, customer enquiries and pending orders.

  • Assist in identifying sales opportunities from existing and prospective customers.

  • Coordinate customer requirements with engineering and production teams.

  • Support order processing, delivery communication and customer satisfaction.

  • Contribute to improving customer response times and commercial follow-up procedures.

• Internal Coordination

  • Liaise with different departments to ensure customer requirements are addressed promptly.

  • Monitor pending administrative and commercial tasks.

  • Highlight delays, missing information and unresolved issues.

  • Assist in improving workflows and communication between departments.

Candidate Requirements

• Essential

  • Previous experience in accounts administration, front-office operations or sales support.

  • Good understanding of invoicing and basic accounting principles.

  • Strong written and spoken English.

  • Proficiency in Microsoft Excel, Word and Outlook.

  • Experience using accounting or ERP software.

  • Good communication, organisational and customer-service skills.

  • Ability to manage multiple tasks and meet deadlines.

  • Strong attention to detail, reliability and initiative.

• Preferred

  • Experience in a manufacturing, engineering or B2B environment.

  • Experience preparing quotations and handling customer orders.

  • Knowledge of accounts receivable and payment follow-ups.

  • Familiarity with CRM systems and commercial reporting.

  • Additional language skills.

• Personal Attributes

  • We are particularly interested in someone who demonstrates:

  • Ownership: Takes responsibility for completing tasks without constant supervision.

  • Commercial awareness: Understands the importance of customers, responsiveness and follow-up.

  • Adaptability: Is comfortable supporting different functions as business requirements change.

  • Initiative: Identifies what needs to be done and acts proactively.

  • Teamwork: Works constructively across departments.

  • Accuracy: Maintains high standards in financial and administrative records.

• Performance Expectations

  • The successful candidate will be expected to contribute to:

  • Accurate and timely invoicing and documentation.

  • Prompt responses to customer enquiries.

  • Consistent quotation and sales follow-ups.

  • Reliable accounts receivable administration.

  • Accurate ERP and customer records.

  • Improved coordination between commercial, finance and production departments.

How to Apply

Interested candidates should submit their CVs.