We are looking for an organised, proactive, and welcoming Front of House and Administration Coordinator to join our team. You will be the first point of contact for guests and clients while serving as the operational backbone for administrative support, people admin, logistics, event setup, and coordination.

This role is ideal for an individual who thrives in a dynamic environment, excels at multitasking, and takes pride in delivering exceptional service to both external visitors and internal teams.

Do you have what it takes?

Warm, welcoming personality with high customer service standards to deliver an exceptional guest experience.
Strong can-do attitude with a proactive approach to daily tasks.
Exceptional attention to detail, time management, and ability to track multiple deadlines simultaneously.
Excellent verbal and written English and Maltese communication skills; professional telephone and front-desk etiquette.

What you’ll be doing

Prepare and set up meeting rooms prior to arrivals, and clear and reset them after each use.
Warmly greet arriving clients, offer refreshments, and notify internal hosts of their guests’ arrival.
Collect daily incoming mail and packages.
Call external service providers (plumbers, maintenance techs) for office fixes and order general office supplies.
Ensure office upkeep, maintain Health and Safety records, and routine office safety checks.
Handle daily administrative requests from staff and team leaders.
Assistance with posting job openings.
Assistance with keeping the vacancy tracking sheet updated.
Onboarding / offboarding process: set up workstations, basic IT requests, welcome packs, and exit checklists.
Manage work permits for non-EU nationals; collect employee documentation, submit forms for work permit applications / renewals (Identità), and monitor renewal deadlines.
Process benefit and perk enrolments and keep track of allowances and employee claims.
Book venues for training, prepare materials, and invite participants.
Arrange event catering, organise goodies, and assist in coordinating client campus / training sessions. Collect training evaluation forms, issue certificates, and email CPE certificates to event attendees.
Handle flight bookings, hotel reservations, ground transportation, and travel itineraries as required.
Organise social activities and issue and track post-event surveys.

The Ninja skills we're after

1–3 years of experience in front desk management, office administration, or HR / operations coordination.
Proficiency in MS Office.
Experience using Google Workspace, HR portals (e.g., Talexio) or grant application portals (Jobsplus/IIS) is considered an asset.

Why become a Scoper?

Get full support during your induction process with a Scope buddy!
You will not be left alone to figure it out; we will assign a Buddy to show you the ropes at Scope.
Belong to the rocking, evolving tech world in SaaS and get competitive remuneration and benefits.
You will get to call some really cool pals and colleagues and feel proud to be part of the Scope Sphere.
Benefit from a loooong list of smashing benefits and perks…Yeaaah!
You can be yourself and show your true colours. We want to see you evolve with us!

Front of House & Administration Coordinator

Job Description