Overview
Client Administration Executive Jobs in Ta’ Xbiex, Malta at WH Partners
Title: Client Administration Executive
Company: WH Partners
Location: Ta’ Xbiex, Malta
A vacancy has arisen for an experienced Client Administration Executive to join the firm. This role provides comprehensive operational and administrative support to a designated practice area within the firm, assisting with the efficient management of client engagements and internal workflows, to ensure overall team productivity.
The position plays a key part in the end-to-end client lifecycle, from initial setup and quoting through to project monitoring and billing, while acting as a central coordination point between fee earners, Partners, and internal functions such as Finance and Compliance.
The Role
The successful candidate will be responsible for a range of administrative duties:
- Maintain and update client and contact records across internal systems, ensuring accuracy and completeness of data
- Manage client profile amendments and monitor contact status updates in a timely manner
- Prepare, issue, and track client quotations in line with agreed arrangements
- Update the status of quotes and ensure appropriate follow-up actions are completed
- Draft and prepare Letters of Engagement (LOEs) and Terms of Business (TOBs)
- Liaise with the AML team to support efficient client onboarding processes
- Create and set up projects within internal systems, including budgets, revenue, and timelines
- Monitor project progress and maintain accurate project status information
- Oversee time recording processes to ensure completeness and accuracy across the team
- Follow up with fee earners regarding missing, incomplete, or inaccurate time entries
- Support the integrity of time data for billing, reporting, and operational purposes
- Prepare and issue invoices in accordance with agreed fee arrangements
- Coordinate invoicing requirements with fee earners and Partners to ensure timely invoicing
- Ensure all billing activities are completed in line with internal policies and deadlines
- Support the full lifecycle of client engagements, from onboarding through to billing
- Act as a key coordination point between fee earners, Partners, and internal departments
- Contribute to the smooth delivery of administrative and operational processes across engagements
Requirements & Skills
The ideal candidate should possess:
- A minimum of 2 years’ experience in an administrative role – previous experience with client billing would be considered a positive
- Excellent written and verbal communication skills in English
- Strong organisational and time management abilities
- A positive attitude and a collaborative team-oriented approach
- Good working proficiency in Microsoft Office applications
- A minimum O’Level standard of education, including Maths and English
Benefits
As a fast-growing and highly respected Law Firm, WH Partners offers a dynamic and friendly environment, fostering growth and career opportunities for all employees. Main company benefits include:
- Health Insurance
- Pension Plan
- Hybrid working
- Continuous Training
- Attractive remuneration package
How to Apply
If you’re confident in your ability to thrive in a professional environment and deliver outstanding service, please send a detailed CV and cover letter to [email protected]
WH Partners is a leading Malta-based law firm specialising in assisting businesses within the digital economy. We offer a wide range of legal services, particularly active in the areas of technology, gaming & gambling, payments, tax, corporate law, corporate finance, M&A and corporate services.
The firm has law offices in Malta, Italy, and Romania, and operates Czech and Polish desks, supported by a worldwide network of correspondent firms. Both the firm and its individual partners are consistently ranked in the top tiers by leading independent legal directories. As part of our broader WH offering, we also operate a corporate services provider arm in Malta and the UAE.
