Sales Office Administrator

Date Posted: 2026-10-05 Country: Malta Location: Malta Duties & Responsibilities • General office duties in the Sales Department • Assisting in quotations, client follow-ups and contract of sale when necessary • Maintaining a properly organised filing system for certifications, lift contracts and other documents where necessary. • Administering the installation schedule • Scheduling of appointments as advised by Sales Director • Organizing measurements of lifts • Assisting in the lift order process as necessary • Compiling and preparing relative paper work for lift certification and registration including lift manuals • Contributing to team work and team efforts to accomplish targets • Providing support to various teams and departments as needed • Requesting suppliers for price quotes and offers and ensure follow up communication • Answer incoming calls and responding to customer’s emails and route to the appropriate resources for resolution and follow up where necessary. • Provide product and service information to customers. • Maintaining and promoting a positive attitude toward customers and fellow employees regardless of the circumstances. • Share information across the organisaton by using the right communication flows. • Apply appropriately mannered communication skills with clients, colleagues and superiors • Comprehend customer requirements, provide high quality service and customer support during site visits. • Build positive relationships with customers, always apply excellent customer care and oversee the preservation of both the clients’ and company’s property and equipment. • Attend any training provided by the Company and sit for the respective assessments accordingly. • Maintain customer’s trust relationship by keeping service information confidential. • Follow all company’s filed procedures and protocols. • Any other duties may be necessary from time to time. • Able to have can do attitude and to problem solve attitude • Provide front desk and reception support, acting as the first point of contact for clients, suppliers, and visitors. • Handle incoming telephone calls, emails, and general customer enquiries professionally and efficiently. • Generate and issue proforma invoices and invoices, ensuring accuracy and timely delivery to customers. • Maintain and update customer records, contracts, and project information in company systems. • Prepare and distribute certification, registration, and compliance documentation for lifts. • Liaise with customers regarding outstanding documentation, agreements, certificates, and inspection requirements. • Process and save signed maintenance agreements and related documentation in company databases and systems. • Support invoicing, payment tracking, and administrative follow-up for maintenance and installation projects. • Prepare purchase orders and related administrative documentation when required. • Assist with document control and compliance procedures related to lift installations and maintenance services. • Update company systems with customer information, site details, coordinates, and contractual data. • Help take shaft survey measurements on site – training will be provided • Attributes • Conducts a professional behaviour with a positive ‘Can Do’ attitude. • Organised, works independently and able to prioritise his/her work load. • Strong customer services practices and skills. • Punctual and dependable. • A clear communicator and an active listener. Requirements • Minimum of 1 year experience in a similar role within a customer oriented industry preferably in after sales services. • Excellent written and oral proficiency in English and preferably also Maltese. • A valid Maltese driving license. • Strong proficiency with the Internet, Microsoft Office and electronic devices. If you live in a city, chances are we will give you a lift or play a role in keeping you moving every day. Otis is the world’s leading elevator and escalator manufacturing, installation, and service company. We move 2.4 billion people every day and maintain approximately 2.4 million customer units worldwide, the industry's largest Service portfolio. You may recognize our products in some of the world’s most famous landmarks including the Eiffel Tower, Empire State Building, Burj Khalifa and the Petronas Twin Towers! We are 72,000 people strong, including engineers, digital technology experts, sales, and functional specialists, as well as factory and field technicians, all committed to meeting the diverse needs of our customers and passengers in more than 200 countries and territories worldwide. We are proud to be a diverse, global team with a proven legacy of innovation that continues to be the bedrock of a fast-moving, high-performance company. When you join Otis, you become part of an innovative global industry leader with a resilient business model. You’ll belong to a diverse, trusted, and caring community where your contributions, and the skills and capabilities you’ll gain working alongside the best and brightest, keep us connected and on the cutting edge. We provide opportunities, training, and resources, that build leadership and capabilities in Sales, Field, Engineering and Major Projects and our Employee Scholar Program is a notable point of pride, through which Otis sponsors colleagues to pursue degrees or certification programs. Today, our focus more than ever is on people. As a global, people-powered company, we put people – passengers, customers, and colleagues – at the center of everything we do. We are guided by our values that we call our Three Absolutes – prioritizing Safety, Ethics, Quality in all that we do. If you would like to learn more about environmental, social and governance (ESG) at Otis click here . Become a part of the Otis team and help us #Buildwhatsnext! Otis is An Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status, age, or any other protected class according to applicable law. To request an accommodation in completing an employment application due to a special need or a disability, please contact us at careers@otis.com. Privacy Policy and Terms: Click on this link to read the Policy and Terms