The Role

We are seeking a highly organised and proactive Front Office Administrator to oversee daily office operations and ensure a welcoming and professional front desk experience. This role is the backbone of our office, responsible for administrative support, office management, and reception duties. The ideal candidate thrives in a fast-paced environment, has excellent communication skills, and is adept at multitasking.

Key Responsibilities

As a Front Office Administrator, your daily activities will include:

Serve as the first point of contact for visitors, clients, and employees, ensuring a warm and professional reception.
Answer and direct phone calls, emails, and inquiries in a timely and courteous manner.
Manage office correspondence, including mail, deliveries, and packages.
Ensure meeting rooms are set up and equipped for scheduled meetings.
Coordinate and provide refreshments for clients and guests.
Monitor the office supplies inventory and place orders for replenishment as needed.
Coordinate office maintenance, repairs, and liaise with vendors and service providers.
Manage cleaning staff and their schedules to ensure the office remains clean and well-maintained.
Assist with facilities management, including access control and security procedures.
Implement and maintain office policies and procedures to enhance efficiency.
Ensure a clean and well-maintained office environment.
Support the HR function with any ad hoc duties as needed.

This position is offered only on-site. This position is offered on a part-time or reduced-hours basis. The successful candidate will be required to work on-site five days per week and must be available to work on a rotational schedule covering either the morning shift (08:00 to 12:00) or the afternoon shift (12:00 to 16:00).

A high degree of flexibility is required, as candidates must be available to provide additional cover and, where necessary, work alternative shifts to ensure continuity of front office operations during periods of annual leave, sickness absence, and other employee absences.

Skills and Capabilities Required

A minimum of one year of previous experience in a similar position.
Excellent written and verbal communication skills in English and Maltese.
Be proactive in your approach and able to work with minimum supervision.
Have strong problem-solving skills and a sound IT aptitude.
Able to handle confidential information with discretion.

Benefits

This opportunity comes with an attractive remuneration, wellbeing incentives as well as offers prospects for personal development.

We recognise our employees’ potential and invest in their growth by providing training and development opportunities both internally and with external providers.

Front Office Administrator

Job Description