Front Office Administrator

Our client is a well-established professional services firm based in Malta, providing a comprehensive range of corporate and business support services to a diverse portfolio of local and international clients.

Responsibilities:

* Oversee the daily operations of the reception area by welcoming visitors, offering refreshments, and directing them to the appropriate meeting room.

* Support the efficient day-to-day running of the office by assisting employees with scheduling appointments, organising documentation, and handling general administrative tasks.

* Manage the overall maintenance of the office by monitoring kitchen supplies, coordinating with vendors to replenish consumables, and ensuring timely delivery of required items.

* Administer stationery procurement by maintaining inventory records, tracking expenses, and ensuring office supplies are ordered and restocked as needed.

* Arrange bookings for local conferences, training sessions, and business travel, including assistance with international travel arrangements for staff.

* Organise restaurant reservations for directors and coordinate lunch orders when required.

* Maintain and update information within the company's internal database while communicating effectively with clients and management.

* Assist employees with meeting room reservations and ensure all meeting spaces, including the boardroom, are fully prepared with stationery, marketing materials, and other necessary resources before meetings.

* Provide administrative support to the Marketing and Human Resources departments as assigned from time to time.

* Manage communications with suppliers through telephone, post, and other correspondence on behalf of the company.

* Take responsibility for incoming and outgoing mail, including processing registered mail, arranging postal deliveries, and notifying staff of any issues related to correspondence.

* Monitor the functionality of office systems, including the telephone network and television equipment, and report or coordinate any required repairs.

* Schedule and coordinate regular maintenance for office facilities, equipment, and health and safety-related assets to ensure they remain operational and compliant.

Requirements

• Candidates must be already based in Malta, with the legal right to work in Malta
• Proficient and independent user of Microsoft Office Word and Outlook. Basic use of excel is desired.
• Excellent written and verbal communication skills in English. The ability to speak other languages will be considered an asset
• Ability to prioritize and handle multiple assignments at any given time while maintaining commitment to deadline
• Ability to communicate effectively with a variety of constituent groups such as senior management, clients, and outside contact
• Strong attention to detail and able to think outside the box and an impeccable personal presentation

Education and Experience

• Local experience in a previous administrative/ front office role is mandatory
• An A Level Standard of Education as a minimum, is mandatory

Benefits

• Study Leave
• Sponsorships
• Subsidised Group Health Insurance
• Free parking
• Free Mental Health Workshops/1:1 Sessions
• Corporate Benefits; Discounts/Offers
• Fridays till 2:00 PM - longer weekends!