WHAT'S THE JOB?

Someone Savvy Recruitment is proudly supporting a well-established provider of specialised Business and Commercial Services in Malta, in their search for a professional and customer-focused Front Office Administrator. This is a full-time, client-facing role ideal for someone organised, polished and service-driven.

This position is onsite in Malta.

WHAT WILL YOU DO?

• Reception Management: Coordinating the daily running of the reception area, greeting guests warmly, offering beverages and guiding them to the appropriate meeting rooms.
• Office Support: Ensuring the smooth operation of the office, assisting staff with scheduling appointments, organising files and handling general administrative needs.
• Office Upkeep: Overseeing daily upkeep, maintaining kitchen consumables, liaising with suppliers and ensuring supplies are delivered promptly.
• Stationery Control: Managing stationery orders, maintaining expense records and ensuring timely replenishment of all supplies.
• Event Coordination: Organising bookings for local conferences, training sessions and supporting staff with travel arrangements for international events.
• Dining Reservations: Arranging restaurant reservations for directors and coordinating lunch orders.
• Data Management: Inputting general data into the internal database while liaising with clients and management.
• Meeting Oversight: Assisting with meeting room bookings and ensuring all rooms are consistently stocked, presentable and ready for guests.
• Departmental Assistance: Supporting Marketing and HR teams with clerical tasks as assigned.
• Supplier Communications: Handling communication via post or telephone between suppliers and the company.
• Mail Processing: Managing incoming and outgoing mail, including taking registered mail to the post office and notifying staff of any issues.
• System Monitoring: Ensuring the TV and phone systems are operating correctly.
• Maintenance Scheduling: Coordinating regular maintenance of office equipment and Health & Safety systems.
• General Duties: Carrying out any additional tasks as required by management.

WHAT CAN YOU DO?

• Administrative Experience: Previous experience in a front office or administrative role.
• Tech Proficiency: Strong knowledge of Microsoft Word and Outlook; basic Excel skills preferred.
• Communication Excellence: Outstanding written and spoken English; additional languages considered an asset.
• Multi-Task Ability: Strong prioritisation skills with the ability to handle multiple tasks while meeting deadlines.
• Stakeholder Communication: Able to communicate effectively with senior management, clients and external contacts.
• Professional Presentation: Highly polished personal appearance and professional demeanour.
• Detail Orientation: Excellent attention to detail and ability to think creatively.
• Creative Writing: Ability to produce clear, engaging written content when required.