Reception & Office Coordinator

The Reception & Office Coordinator will be responsible for overseeing front-office operations, providing administrative support across various departments, and ensuring the smooth day-to-day running of the office.

Responsibilities:

• Manage front desk operations, reception duties, and visitor coordination
• Handle incoming calls, emails, and day-to-day office communication
• Maintaine office organisation, supplies, groceries, and general inventory orders
• Manage filing, scanning, and accurate document and database records
• Coordinate bookings, rentals, and client viewings 
• Process work permit applications and related administrative documentation
• Provide administrative support for audits, accounts, and internal projects
• Organise company events, meetings, and followed up on action items and deadlines
• Assist with marketing activities, newsletters, social media, and promotional materials
• Liaised with external suppliers, designers and marketing suppliers
• Help maintain company website and social media updated
• Support onboarding of new employees and HR administration
• Monitor and maintain office health & safety documentation
• Coordinate travel bookings, appointments, and schedules when required

Requirements

• Excellent command of English and Maltese
• Italian language knowledge will be considered an asset
• Valid driving licence is required
• Professional and presentable demeanour
• Proficiency in Microsoft Office
• Availability during weekends or after office hours may occasionally be required in exceptional or urgent situations