We are hiring a Front Office Administrator

We are currently seeking a Front Office Administrator to join the team.

As a Front Office Administrator, your role will entail:

  • Understanding the importance of the branding value of the reception area.
  • Understanding confidentiality and GDPR rules.
  • Understanding the importance of working with a budget given to them without compromising level of service.
  • Client relationship management (ensuring an excellent client experience while maintaining a professional approach)
  • Good interpersonal skills with employees.
  • Fully aware of available resources and equipment and the procedure concerning their use so that they can maximise their use and benefits.
  • Processing multiple instructions and be able to prioritise them.

Specific responsibilities include:

  • Greeting and welcoming guests as soon as they arrive at the office. Offering refreshments to clients.
  • Answering telephone calls in a professional and polite manner and directs the caller to the appropriate person. Taking notes of calls and relay message to recipient.
  • Monitoring the consumable stock levels and procurement of Office Supplies including stationery, kitchen supplies and cleaning supplies.
  • Organising and distributing mail.
  • Organising couriers both local and foreign.
  • Booking of boardrooms, updating of calendars, and scheduling of meetings.
  • Stocking and preparation of boardrooms and clearing of boardrooms after meetings.
  • Obtaining any necessary signatures for documents across the organisation.
  • Performing ad-hoc administrative duties including filing, photocopying and any errands outside the office in Valletta.
  • Liaising with the Company housekeeping when necessary to ensure cleanliness at all times.
  • Keeping a safe and clean reception area by complying with procedures, rules, and regulations.
  • Coordinating with the handyman in relation to any office maintenance required.
  • Making sure that electronic office equipment (printers, shredder, laptops and others) are fully maintained and serviced.
  • Managing the IT call outs procedure.
  • Keeping archiving records up to date and liaising with head of departments of any archiving needs.
  • Liaising with travel agents to facilitate travel arrangements.

Qualifications and experience:

  • Minimum 2 years’ experience in similar post.
  • MCAST secretarial qualification is considered an asset.

Interested applicants are kindly asked to send their CV and covering letter on dfalzon@ae.com.mt.

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