Front-Desk Receptionist & Administrative Assistant

On behalf of our client in the manufacturing sector, we are seeking a Front-Desk Receptionist & Administrative Assistant.

Whether you already have front desk experience or are looking for your first office-based job, this could be a great opportunity to take on a new challenge and benefit from excellent career progression opportunities.

Salary: €18,000 gross per year

Probation period: 6 months

Working hours: 8:00 AM – 5:30 PM

Location: Southern Malta, near Birzebbuga (on-site)

Responsibilities

• Handling customer queries and complaints received via calls, emails, WhatsApp and social media channels; and ascertaining they are addressed adequately either by addressing the queries directly in the first instance (first level support) or by forwarding them to the concerned department for further assistance (second level support);
• Keeping records of customer complaints through the central ticketing system and ensuring timely resolution of complaints;
• Customer Assistance and Escalations of issues raised by customers that need urgent addressing;
• Outreach, onboarding and provide support to partner companies by calls, emails and also on-site visits as required;
• Provide first-level support in product registrations and placement reports for Importers and Producers;
• Assisting the Logistics Coordinator with maintaining records of collection activities, preparing labels, helping users register on the app, and addressing any issues that may arise.
• Providing the necessary support in Office Administration as deemed necessary from time to time;
• Coordinating, together with other stakeholders involved, any visitors to the Plant which may also include educational visits by local schools;
• Coordinating the availability of the Administrative Block facilities such as the Training Room, Meeting Room and Board Room for any meetings that are required to be held;
• Organising and coordinating Board meetings and Board of Directors visits to the Plant;
• Manage office supply stocks and place orders where necessary after obtaining the necessary approval;
• Distribute mail to the staff when received and post any mail as required;
• Providing personal assistance to the CEO and other executives.
• Maintain Call Log of visitors.

Requirements

• Fluency in both Maltese and English languages is a must
• Solid knowledge of office procedures
• Experience with office management software like MS Office (MS Excel and MS Word, specifically)
• Strong organization skills with a problem-solving attitude
• Excellent written and verbal communication skills
• Attention to detail
• Previous experience in administration and/or customer care is considered an asset.