The Front Office Executive is responsible for delivering a professional and welcoming front-of-house experience while coordinating the day-to-day administration and operation of the office. Acting as the first point of contact for clients, visitors, regulators, service providers, and other stakeholders, the role ensures a consistently high standard of client service while supporting the efficient running of the office and providing administrative assistance across the Group.

The role has overall responsibility for coordinating the office environment, ensuring that reception and shared areas are maintained to a professional standard, meeting rooms are prepared, office facilities operate efficiently, and office supplies and workplace services are effectively managed. Working within a Corporate Services Provider, Trustee and Investment Services environment, the Front Office Executive plays a key role in supporting business operations and enhancing the client experience.

The successful candidate will demonstrate exceptional organisational and communication skills, professionalism, discretion, attention to detail, and a proactive approach to delivering high-quality administrative, office coordination, and client support services.

DUTIES AND RESPONSIBILITIES include

Serve as the first point of contact for clients, visitors, regulators, service providers, and other stakeholders, always ensuring a professional and welcoming experience.
Manage incoming telephone calls, emails, and general enquiries, directing them to the appropriate departments or individuals.
Coordinate visitor access and ensure all visitors receive a positive and professional experience.
Maintain reception, meeting rooms, and all client-facing areas to the highest professional standards.
Coordinate the day-to-day operation of the office, ensuring a professional, organised, safe, and efficient working environment.
Ensure reception, meeting rooms, kitchens, and communal areas are maintained to a consistently high standard of cleanliness, organisation, and presentation.
Coordinate meeting logistics, including room setup, audio-visual equipment, refreshments, and catering.
Assist with the organisation of internal meetings, client meetings, Board meetings, and regulatory visits.
Support the planning and coordination of company events, staff activities, training sessions, and corporate hospitality.
Provide administrative support across departments and senior management as required.
Ensure documents are accurately filed, indexed, archived, and easily retrievable.
Support document retention and archive management procedures, including secure storage and disposal in accordance with company policies.

EXPERIENCE

Previous experience in a Front Office, Office Administration, Reception, Office Coordination, Administrative Support, or similar role.
Experience within a Corporate Services Provider, financial services, legal, professional services, or another regulated environment would be considered an asset.
Experience interacting professionally with clients, regulators, suppliers, and other external stakeholders.

SKILLS REQUIRED

Proficient in both written and verbal Maltese and English language.
Excellent communication and interpersonal skills with the ability to interact confidently and professionally with clients, visitors, regulators, service providers, and colleagues.
Strong customer service orientation with a professional, approachable, and solutions-focused manner.
Excellent organisational and time management skills, with the ability to prioritise and manage multiple tasks simultaneously.
Strong administrative and coordination skills with exceptional attention to detail and accuracy.
Ability to maintain confidentiality and exercise sound judgement.
Proficiency in Microsoft Office applications, including Outlook, Word, Excel, Teams, and PowerPoint.

Front Office Executive

Job Description