Our client, a dynamic and reputable IT company based in Malta, is seeking a dedicated and professional Receptionist and Office Administrator. This is an excellent opportunity for a personable individual with administrative experience and a strong command of the Maltese language to become an integral part of a forward-thinking organisation committed to innovation and excellence. If you feel you have the necessary, please apply for this Malta based role.

MAIN DUTIES AND RESPONSIBILITIES

Greet clients and visitors warmly, provide refreshments, and maintain an immaculate front-office and reception area.
Manage incoming phone calls, route inquiries, and handle messages during off-hours.
Coordinate maintenance for office amenities, including AC units, water dispensers, coffee machines, and fire extinguisher servicing.
Monitor general office conditions and report repair or maintenance issues promptly.
Oversee daily cleanliness standards in collaboration with the office cleaner, ensure meeting rooms and boardrooms are pristine, and manage routine plant care.
Oversee incoming mail distribution and logistics-related packages.
Manage purchases for groceries, cleaning consumables, stationery, and first-aid supplies.
Manage the company’s Bolt account (bookings, user administration, and PO tracking), and coordinate parking arrangements and records for staff and guests.
Coordinate the allocation of meeting rooms for both internal and external meetings.
Maintain organized physical and digital filing systems, including customer/supplier agreements and vehicle paperwork.
Manage the company vehicle usage register, parking allocations to staff.
Ensure new hires are set up with a fully equipped workstation and a welcome pack.
Execute mandatory compliance reporting—including WEEE, ERA, and GreenPak reports—alongside real-time Intrastat declarations.

CANDIDATE PROFILE

Minimum 1 year of experience in a similar administrative or reception role is an advantage. Fresh graduates who demonstrate the right aptitude and competencies are also encouraged to apply.
Excellent written and verbal communication skills in English.
Tech-savvy with a strong working knowledge of Microsoft 365 tools (Outlook, Teams, Word, Excel) to handle communication, documentation, and tracking.
A valid Maltese Driving License is needed
A pleasant, polite, and service-oriented attitude with a professional demeanour.

SALARY AND BENEFITS

€20,000 - €28,000 Gross Per Annum
Salary will be determined based on experience, qualifications, and skills. The advertised salary range is indicative, any offer will reflect the successful candidate’s suitability.

Due to the high volume of applications, we receive at GRS Recruitment, only shortlisted candidates will be responded to.

To apply for this position, please email your CV to Michelle Cooper, quoting the above job reference or call +356 99998272.

Salary: €20,000-28,000 per year

Receptionist and Office Administrator

Job Description