Front Office Administrator

Found in: beBee S MT - 1 month ago

Malta SpotOn Connections Full time

Responsibilities:

  • Coordinating the day-to-day functioning of the reception area, greeting guests, offering beverages and showing them to the relevant meeting room;
  • Ensure the smooth running of the office, including the support to all the employees in scheduling appointments, organising files etc.;
  • Coordinating the general upkeep of the office, ensuring that consumables (coffee, milk etc) are stocked up in the kitchen;
  • Liaising with suppliers to order supplies as required and ensuring they are delivered in a timely manner;
  • Coordinate the ordering of stationery, keeping updated record of expenses and costs, maintaining an itinerary of supplies and ensuring supplies are ordered and delivered in a timely manner;
  • Coordinate bookings for local conferences and training events for members of staff and assist with travel booking for international events;
  • Coordinate reservations for booking of restaurants for directors and lunch orders;
  • Coordinating the inputting of general data in the Company’s internal database, liaising with clients and management accordingly;
  • Assist members of staff in booking meeting rooms and ensure all meeting rooms, including the boardroom, are always stocked with marketing material, stationery and always ready to host clients/ guests;
  • Assist the Marketing and HR departments with clerical work which may be insturcted to you from time to time;
  • Handle communication, whether by post or by telephone, between suppliers and company; 
  • Be the main responsible person to process mail, ensuring registered mail is taken to the post office as scheduled and informing members of staff should there be any issues related to sent or received mail;
  • Ensuring that the TV and phone system are working appropriately;
  • Ensure maintenance is scheduled regularly for all office and H&S equipment;
  • Any other duties as may be assigned from time to time.

Requirements:

  • Experience in a previous administrative/ front office role.
  • Proficient and independent user of Microsoft Office Word and Outlook. Basic use of excel is desired.
  • Excellent written and verbal communication skills in English. The ability to speak other languages will be considered an asset.
  • Ability to prioritize and handle multiple assignments at any given time while maintaining commitment to deadlines.
  • Ability to communicate effectively with a variety of constituent groups such as senior management, clients, and outside contacts.
  • Impeccable personal presentation.
  • Strong attention to detail and able to think outside the box.
  • Ability to write content in a creative manner. 

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