Responsibilities:
- Welcome visitors professionally, ensuring a positive first impression and consistent service standards.
- Oversee the day-to-day functioning of the reception, maintaining an organised, presentable, and efficient front-office environment.
- Provide daily guidance and support to the Front Office Administrator as required.
- Handle incoming calls and emails, directing queries to the appropriate individuals or departments.
- Build and maintain positive working relationships with colleagues, stakeholders, and external service providers.
- Manage the Visitor Management System, ensuring accurate logging and oversight.
- Oversee the timely receipt, logging, distribution, and tracking of incoming mail and correspondence.
- Coordinate meeting preparations, including scheduling, room set-up, and related logistics.
- Maintain filing systems, calendars, meeting schedules, and ensure accurate record-keeping.
- Process invoices, including posting, reconciliation, and receipt collection.
- Support credit-control activities and related follow-ups.
- Assist in coordinating and preparing documentation for yearly audits.
- Coordinate travel arrangements for staff as required.
- Provide administrative and logistical support for events, training sessions, and internal initiatives.
- Carry out any other administrative duties as may be required by the Section Head, Director, or Deputy Director.
Requirements:
- MQF Level 4 qualification, preferably in Administration or Secretarial Studies, with a minimum of 3 years’ relevant experience; OR a School Leaving Certificate with at least 6 years of relevant experience.
- Excellent communication skills in both Maltese and English.
- Strong proficiency in Microsoft Office and other office automation tools.
- Pleasant personality, good moral character, and the ability to contribute positively to team culture.
- Excellent organisational skills with a strong attention to detail.
- Ability to maintain consistent service standards across administrative and visitor-facing responsibilities.
Benefits:
- Overtime remunerable.
- Health and Life Insurance cover
- Training Sponsorship
- Training & Study Leave
- Family-friendly measures