Front Office Coordinator & PA to the CEO

We are seeking a highly organized and proactive individual to provide comprehensive support to our executive team, particularly the CEO, while ensuring the smooth operation of the front office. The ideal candidate will possess exceptional communication skills, a strong attention to detail, and the ability to manage multiple tasks efficiently in a fast-paced environment.

Key Responsibilities:

• Act as the first point of contact for clients, handling correspondence and phone calls professionally
• Manage the reception area, greet visitors, and direct them appropriately
• Handle customer care inquiries and ensure excellent service
• Ensure meeting rooms and offices are tidy and well-maintained
• Coordinate office facilities, including scheduling cleaning and arranging necessary supplies
• Oversee stock entry transactions and participate in stock-taking activities
• Manage diaries, schedule meetings, and coordinate appointments for the CEO
• Remind the CEO of important tasks and deadlines
• Assist the CEO and colleagues with administrative tasks, including typing and compiling reports
• Maintain organized filing systems and databases
• Implement and uphold administrative procedures and office systems
• Liaise with staff, suppliers, and clients as required
• Attend meetings with suppliers on behalf of the CEO
• Carry out general accountancy services for the company and its clients with appropriate training provided
• Perform data input of financial records
• Handle cash and bank transactions, including reconciliations and monitoring cash flow
• Prepare and submit necessary reports to the company and its clients
• Represent the CEO and his interests on various immovable property sites, liaising with tenants regarding rental fees due, energy consumption dues, common area matters, and other property-related issues
• Liaise with service providers for immovable properties as required.
  
  Requirements
• Valid driving license
• Organized, creative, attention to detail and time management skills
• Excellent command of English & Maltese
• Proficiency in Italian is preferred but not required
• Proficiency in Microsoft Office, particularly Word and Excel
• A mature individual who can work independently and take initiative.

If this sounds like the job for you, submit your CV today! We look forward to hearing from you!