Receptionist and Administration Officer

Our client who specializes in the Corporate Services industry is looking for a Receptionist and Administration Officer. Your roles and responsibilities will include: 

• Answers incoming calls and organizes video and conference calls, serving as the main contact for switchboard issues and mobilizing external support if needed
• Greets clients and guests, escorts them to the boardroom, offers refreshments, and ensures the boardroom is always clean and tidy
• Provides equipment and technical support for meetings and orders and manages office supplies within the budget while maintaining key inventory
• Manages memberships, subscriptions, and keys
• Makes necessary purchases and orders, ensuring the kitchen is clean and tidy
• Acts as the contact for technical difficulties, organizing external support if necessary
• Assists with administrative tasks for new employees, such as ordering business cards and preparing workstations
• Organizes events and business trips, supports employment application administration, and manages correspondence to government, lawyers, and third parties
• Oversees the general filing system and supports marketing activities for all group companies
• Maintains spreadsheets of company data and contacts, creates meeting minutes and presentations, handles invoice approval, petty cash administration, and assists the Senior Accountant with financial data entry
• Sorts and distributes mail, coordinates courier services, manages sub-addresses and mailboxes, and personally picks up and delivers couriers when necessary
• Organizes business trips, coordinates translations, manages simple correspondence, and files corporate and client files both physically and electronically

Requirements

• Flexible, independent working style, organised, solution oriented, polite, showing self-initiative and comes up with ideas
• Customer focus, a very good communication, distinct team spirit
• Common MS Office products including Office Outlook

Education and Experience

• At least 1 year Experience in administration; ideally in reception and telephone work
• English and Maltese is a must but any other language would also be advantageous

Job Reference: IX067