Receptionist / Office Administrator

The Convenience Shop in Malta is currently looking to recruit a Receptionist / Office Administrator to join their team on full-time basis.

Brief description of overall responsibility:

The Receptionist at our retail offices serves as the first point of contact for visitors, clients, and customers. This role involves managing the front desk operations, handling phone calls, and providing administrative support to other departments to ensure the smooth running of the office. The ideal candidate must have good communication skills, organized, and be capable of multitasking in a dynamic environment.

Responsibilities and functions:

Front Desk Management

• Greet and welcome visitors, clients, and customers in a professional and courteous manner
• Direct visitors to the appropriate person or department
• Maintain a clean and organized reception area.

Phone and Communication Handling

• Answer, screen, and forward incoming phone calls
• Handle basic inquiries and provide information about the company's services and products
• Manage the reception email inbox and distribute messages to the relevant staff.

Administrative Support

• Assist with filing, data entry, and maintaining office records
• Prepare and distribute correspondence, memos, and other documents as required.

Customer Service

• Provide excellent customer service by addressing customer concerns and questions.

Office Coordination

• Order and manage office supplies to ensure the office runs efficiently

• Coordinate with other departments to ensure smooth operations.

Others

• Supporting both the HR and Finance department as needed.

Requirements:

• Prior front office experience is mandatory, ideally within a similar industry

• Excellent communication and interpersonal skills

• Ability to multitask and prioritise tasks effectively

• Ability to work independently and in a team environment

• Attention to detail and accuracy

• Excellent organizational and multitasking abilities

• Ability to handle sensitive information with confidentiality

• Friendly and professional demeanour

• Computer literate
• Must be able to communicate in English both written and verbally
• Candidates must be able to work from Monday to Friday, working hours 08:30am till 17:00pm.