Office Administrator & Receptionist

Join our team and contribute to meaningful projects in a professional environment.

Location - Malta | Working Hours – 8:00 - 5:00 Monday to Friday | Mode – Onsite. Full-time 

1. Visitor Experience: Greet clients and visitors warmly, provide refreshments, and maintain an immaculate front-office and reception area.
2. Communications: Manage incoming phone calls, route inquiries, and handle messages during off-hours.
3. Equipment & Facilities: Coordinate maintenance for office amenities, including AC units, water dispensers, coffee machines, and fire extinguisher servicing.
4. Maintenance Reporting: Monitor general office conditions and report repair or maintenance issues promptly.
5. Office Presentation: Oversee daily cleanliness standards in collaboration with the office cleaner, ensure meeting rooms and boardrooms are pristine, and manage routine plant care.
6. Mail & Deliveries: Oversee incoming mail distribution and logistics-related packages.
7. Staff Welfare & Supplies: Manage purchases for groceries, cleaning consumables, stationery, and first-aid supplies.
8. Corporate Travel & Transport: Manage the company's Bolt account (bookings, user administration, and PO tracking), and coordinate parking arrangements and records for staff and guests.
9. Meeting-Room Scheduling: Coordinate the allocation of meeting rooms for both internal and external meetings.
10. Filing & Documentation: Maintain organized physical and digital filing systems, including customer/supplier agreements and vehicle paperwork.
11. Vehicle & parking Management: Manage the company vehicle usage register, parking allocations to staff. 
12. Employee Onboarding Support: Ensure new hires are set up with a fully equipped workstation and a welcome pack
13. Regulatory Compliance: Execute mandatory compliance reporting—including WEEE, ERA, and GreenPak reports—alongside real-time Intrastat declarations.

1. Minimum 1 to 2 year of experience in a similar administrative or reception role is an advantage. Fresh graduates who demonstrate the right aptitude and competencies are also encouraged to apply.
2. Excellent written and verbal communication skills in English is a must.
3. Tech-savvy with a strong working knowledge of Microsoft 365 tools (Outlook, Teams, Word, Excel) to handle communication, documentation, and tracking.
4. A valid Maltese Driving License is needed. 
5. A pleasant, polite, and service-oriented attitude with a professional demeanour.