Back Office Administrator — Gżira, Malta
About the Role
Outreach Recruitment is recruiting on behalf of our client, a well-established company within Malta's automotive industry, for an organised and customer-focused Back Office Administrator to join its aftersales team in Gżira.
You will coordinate vehicle service appointments, handle customer enquiries, prepare job cards and keep records accurate in the CRM — making sure the workshop runs smoothly, customers are kept informed about estimates and progress, and invoices, purchase orders and warranty documents are processed correctly.
The role suits someone with strong administrative and communication skills and an interest in the automotive industry. It is full-time and on-site, with a competitive salary, health insurance, an employee benefits card and professional training.
Key Responsibilities
- Handle customer enquiries, service bookings and appointment scheduling
- Keep customer information accurate and up to date in the CRM system
- Prepare job cards and record vehicle and service documentation correctly
- Coordinate workshop appointments and allocate jobs according to technician availability and capacity
- Communicate with customers on repair estimates, service updates, additional repairs and vehicle collection
- Coordinate vehicle recalls and technical campaigns, informing customers and arranging appointments
- Monitor repair progress, follow up potential delays and escalate repeat repair concerns
- Process invoices, purchase orders, warranty documentation and other administrative records
- Handle cash transactions, deposits and credit account invoicing when required
- Follow up customer enquiries and leads received through manufacturer systems
- Promote service packages and aftersales offers where appropriate
- Provide reception support when required
- Work with workshop teams and management, following company procedures, health and safety regulations and manufacturer standards
Requirements
- Minimum O-Level standard of education
- Basic understanding of motor vehicle components and automotive services
- Previous experience in administration, customer service or a similar role is an advantage
- Good computer literacy and the ability to work with administrative systems
- Strong organisational and multitasking skills
- Excellent communication and interpersonal abilities
- A customer-focused approach with strong problem-solving skills
- Attention to detail and accuracy in documentation
- The ability to work in a fast-paced environment, independently and as part of a team
- A positive attitude and willingness to learn
What’s on Offer
- Competitive salary
- Full-time employment within an established automotive organisation
- Health insurance
- Employee benefits card
- Professional training and development opportunities
- A supportive, dynamic working environment and the opportunity to build a career in the automotive industry
Skills Required
- Service booking and appointment scheduling
- CRM systems and record keeping
- Job card preparation
- Invoicing, purchase orders and cash handling
- Customer communication on estimates and repairs
- Recall and technical campaign coordination
Preferred Qualifications
- Previous administration or customer service experience
Languages Required
- English — working language of the team
About the Company
Our client is a well-established company within Malta's automotive industry, with an aftersales department and vehicle workshop in Gżira.
Location
Based in Gżira, the harbourside town between Sliema and Ta' Xbiex overlooking Manoel Island and Marsamxett Harbour, with regular bus services across Malta.
About Outreach Recruitment
Outreach Recruitment Ltd is a Malta-based recruitment agency connecting employers with qualified local and international talent across hospitality, retail, finance, technology, healthcare, construction, engineering, maritime, and other industries.
How To Apply
Organised, customer-focused and interested in the automotive industry? Apply online today through Outreach Recruitment — complete the short form on this page and our team will be in touch. We aim to respond to all applications within 3–5 business days.
Browse more roles: Customer Service Jobs in Malta · Malta salary calculator · All jobs in Malta
Frequently Asked Questions
What does a Back Office Administrator do here?
You run the administrative side of the aftersales department: booking service appointments, preparing job cards, updating the CRM, keeping customers informed about estimates and repairs, coordinating recalls and processing invoices and warranty documents.
Is a salary stated for this role?
The careers page does not give a figure; the role offers a competitive salary, plus health insurance and an employee benefits card.
Do I need automotive knowledge?
A basic understanding of motor vehicle components and automotive services is required. Previous administration or customer service experience is an advantage.
What education is required?
A minimum O-Level standard of education, with good computer literacy.
Is training provided?
Yes. Professional training and development opportunities are part of the offer.
How do I apply?
Apply online through the form on this page. Outreach Recruitment aims to respond to all applications within 3–5 business days.
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