Office Administrator

David Griscti And Associates in Malta is currently looking to recruit an Office Administrator to join their team on a full-time basis.

Job Role:
We are looking to recruit a reliable and driven Office Administrator to join our administrative team and support the firm’s day-to-day operations.
The candidate is to handle clerical & secretarial responsibilities and provide adequate support throughout the team – handling a range of administrative tasks.

Whilst prior experience in a similar position will be considered a plus, job training will be provided to the chosen candidate with the right skills and attitude.

Responsibilities:   

• Catering for front office duties. Answering incoming calls, taking messages, and routing calls to recipients
• General upkeep of the office, coordinating with housekeeping
• Internal assistance with the preparation of paperwork and providing administrative support within the team
• Managing all incoming/outgoing mail & couriers. Keeping all logged for records purposes
• Ensure filing systems are maintained and preparation of archiving
• Monitoring and ordering an inventory of office supplies & equipment
• Coordinating office maintenance. Scheduling visits, keeping tabs with suppliers - ensuring jobs are handled efficiently and billed accurately
• Tackling requests with Notaries/translators and ordering documentation with the authorities
• Occasional errands situated in Valletta
• Providing administrative assistance with scheduling appointments, updating calendars, and ensuring meeting rooms are prepared (coordinating with housekeeping)
• Booking of accommodation for clients and taxi bookings when necessary
• Supporting with signature processing internally and keeping track of external countersignatures/record-keeping
• Collecting and gathering invoicing for payment processing, to be forwarded/communicated with the office manager. 

Requirements:  

• Excellent organizational skills
• Capable to work effectively both independently and as part of a team
• Coming up with efficient ways to streamline tasks, in line with the organization's objectives - showcasing critical thinking
• Positive approach and willingness to learn
• Excellent written and verbal communication skills (Maltese will be considered an asset)
• Computer literate with a good knowledge of Office applications and proficient use of email
• Ability to Multitask and improvise when necessary. Maintaining a strong sense of urgency and commitment to get a job done to a high standard and the ability to meet deadlines. 

Employment Details:  

• Full-time basis (on-site) Valletta
• Office hours: 08:30 AM – 17:30 PM
• Small and highly focused team, with a collective office environment
• The role captures minor front office duties; however, the candidate will not be situated in a reception area.