The Talent and Client Coordination Officer supports the day-to-day coordination of client accounts, recruitment activities and workforce operations within our company.
The role serves as a key point of contact between clients, candidates, employees and internal teams, ensuring that staffing requests are handled efficiently, suitable candidates are identified, onboarding is coordinated and client requirements are followed up professionally. The successful candidate will be organised, proactive and comfortable managing multiple tasks in a fast-paced outsourcing and temporary staffing environment. The position also offers the opportunity to contribute to client satisfaction, service improvement and business development activities. Key Responsibilities- 1. Client Coordination and Relations Act as a point of contact for assigned clients, handling day-to-day enquiries and operational requests. Receive, record and follow up on client staffing requirements, ensuring that requests are communicated clearly to the relevant teams. Coordinate the placement of suitable candidates according to client requirements, experience and availability. Maintain regular communication with clients regarding staffing arrangements, attendance, replacements and performance feedback. Follow up on client concerns and operational issues, ensuring that they are addressed promptly and professionally. Assist with contract administration, service documentation and monitoring agreed client requirements. Identify opportunities to improve client satisfaction and support the development of existing accounts. Assist in preparing client proposals, quotations and staffing profiles when required. 2. Talent and Workforce Coordination Support recruitment activities by reviewing candidate profiles, maintaining candidate records and coordinating communication with applicants. Match candidates to client vacancies based on skills, experience, availability and job requirements. Coordinate interviews, in-person trials, inductions and onboarding appointments with clients and candidates. Ensure that the required employment documentation and candidate information are collected and properly recorded. Follow up on new starters, placements, replacements and ongoing workforce requirements. Maintain accurate and up-to-date candidate and employee databases. Liaise with the relevant internal team members regarding candidate availability, placement status and onboarding progress. 3. Timesheets and Operational Administration Request timesheets and attendance records from clients in accordance with agreed procedures and deadlines. Monitor outstanding, incomplete or disputed timesheets and follow up with clients to resolve discrepancies. Assist with the verification and organisation of working hours, rosters and attendance information for payroll and invoicing purposes. Maintain organised records of client requests, employee placements, correspondence and operational matters. Prepare routine reports, summaries and internal documentation as required. Support the implementation and use of digital tools and automated workflows to improve coordination and administrative efficiency. 4. Compliance and Documentation Ensure that candidate, employee and client records are maintained accurately and confidentially. Follow company procedures relating to recruitment, onboarding, documentation and client service delivery. Assist in collecting and organising documents required for internal checks, audits and inspections. Maintain awareness of relevant Maltese employment practices and escalate compliance-related matters to the appropriate person when necessary. Handle confidential business and personal information with professionalism and discretion. 5. Teamwork and Business Support Work closely with recruitment, administration, payroll and management teams to ensure smooth daily operations. Assist with identifying opportunities to improve internal processes and client service. Support business development activities through client follow-ups, market research and preparation of introductory materials when required. Undertake other duties relevant to the coordination role, as reasonably required by management. Skills and Competencies- Strong communication and interpersonal skills. Excellent organisational and time-management abilities. A proactive, practical and solutions-oriented approach. Ability to manage several client requests and operational tasks simultaneously. Good attention to detail and accuracy in record-keeping. Professional and customer-focused attitude. Ability to work independently while collaborating effectively with colleagues. High standards of confidentiality, reliability and integrity. Willingness to learn new systems, digital tools and company procedures. Requirements- Previous experience in client coordination, recruitment, HR or a similar operational role. Experience in an outsourcing, recruitment, temporary staffing or manpower services company will be considered a strong asset. Good command of English, both spoken and written. Knowledge of Maltese is considered an asset but is not essential. Good working knowledge of Microsoft Office, particularly Outlook, Word and Excel. Familiarity with databases, recruitment software will be considered an advantage. Basic knowledge of Maltese employment practices and documentation requirements will be considered an asset. Ability to prioritise tasks, meet deadlines and communicate effectively with clients and candidates. What We Offer- An opportunity to join a growing outsourcing and workforce solutions company. A varied role involving client coordination, recruitment support and workforce operations. Exposure to different industries and client requirements. A collaborative working environment with opportunities to develop practical skills. Opportunities for professional development and career progression within the company.
