Receptionist

Job Summary

The Receptionist serves as the first point of contact for clients, visitors, regulators, service providers, and other stakeholders, ensuring a professional and welcoming experience at all times. Operating within a Corporate Services Provider, Trustee, and Investment Services environment, the role is responsible for managing front-of-house operations, coordinating communications, and providing administrative support to ensure the smooth and efficient functioning of the office. The successful candidate will demonstrate exceptional professionalism, discretion, and organisational skills while contributing to the firm's reputation for excellence, client service, and operational efficiency.

DUTIES AND RESPONSIBILITIES include

Front of House & Client Services

· Welcome clients, visitors, regulators, and service providers in a positive, professional and courteous manner.

· Manage incoming telephone calls, emails, and enquiries, directing them to the appropriate departments or individuals.

· Maintain reception, meeting rooms, and client-facing areas to the highest professional standards.

· Coordinate visitor access, meeting arrangements, refreshments, and hospitality requirements.

Meeting & Office Coordination

· Coordinate meeting room bookings and ensure meeting facilities are prepared in advance.

· Assist with the organisation of internal meetings, client meetings, board meetings, and regulatory visits.

· Coordinate refreshments, catering, and logistical arrangements for meetings and events.

Administrative Support

· Provide administrative support to various departments.

· Assist with document preparation, scanning, filing, data entry, and document distribution.

· Support the collection and organisation of client documentation and correspondence.

Document & Records Management

· Ensure documentation is accurately archived, indexed, and easily retrievable.

· Support archive management processes, including document retrieval and secure disposal procedures.

· Handle confidential client and company documentation with the highest level of care and discretion.

Mail, Couriers & Office Supplies

· Manage incoming and outgoing mail, courier services, and deliveries.

· Manage office stationery and supplies inventory and coordinate replenishment with suppliers.

General Office Support

· Assist in maintaining a professional, organised, and efficient office environment.

· Assist with company events, client functions, and corporate hospitality activities as required.

EXPERIENCE

· Previous experience in a receptionist, front office, customer service, or administrative support role.

· Experience dealing directly with clients and external stakeholders in a professional environment is highly desirable.

SKILLS REQUIRED

· Excellent interpersonal and customer service skills.

· Professional verbal and written communication skills in both Maltese and English.

· Strong organisational skills with the ability to manage multiple tasks simultaneously.

· High attention to detail and accuracy.

· Ability to handle confidential information with discretion and professionalism.

· Strong telephone etiquette and client-facing skills.

· Proficiency in Microsoft Office applications, including Word, Outlook, and Excel.

· Strong administrative and coordination abilities.