Administration Executive (South)

Our client is an established organisation operating within a niche market focused on offering a high quality service and product is currently seeking an Administration Executive to join their dynamic team. To efficiently manage various responsibilities, ensuring the smooth operation of the company and its premises, while providing comprehensive assistance and administrative support to the Manager of Corporate Affairs.

Your responsibilities will also include:

• Ensure the proper maintenance of the office and its surroundings, along with performing general office administration duties. 
• Welcome and assist visitors, directing them to their designated meeting contacts.
• Manage inbound telephone communication for professional and efficient client service. 
• Respond to customer queries, staying updated on events for accurate information delivery. 
• Handle incoming correspondence, maintain an invoice register, and prepare regular reports with data inputting. 
• Coordinate the distribution of courier deliveries.
• Maintain sufficient controls and stock levels for stationery, office, and pantry materials, overseeing ordering and addressing short-supplied items promptly. 
• Complete Petty Cash reimbursement and replenishment forms following company rules. 
• Establish and manage an internal filing system, assisting with digital and physical record-keeping, including document scanning and filing.
• Coordinate and schedule meetings while providing administrative support to the Management Team. 
• Adhere to company policies and procedures, assisting the Manager for Corporate Affairs in their implementation.
• Liaise with executives and senior management to address requests and queries. Perform additional office duties as assigned.

Working Hours: Monday - Friday 

• Possess at least 2 years of administrative work experience.
• Prior experience in the hotel industry or within a business park environment is considered advantageous.
• Proficiency in Microsoft Office suite, particularly MS Excel, Word, and PowerPoint.
• Excellent interpersonal and communication skills.
• Outstanding organisational and time management abilities with a focus on prioritisation.
• Attention to detail.
• Team player with the capability to work independently when necessary.
• Responsible and mature individual with the capacity to handle confidential information discreetly.
• Reliable, organized, meticulous, and capable of working under pressure and meeting tight deadlines.

• An A-level standard or higher.
• Proficient in both written and spoken English and Maltese.

• Health Insurance
• Mobile Phone