About This Job
About the Role
We are looking for a reliable and organised Administration Assistant to manage front office duties and provide administrative support to the Directors and internal departments.
Key Responsibilities
- Welcome and register visitors, notify the relevant personnel, and arrange refreshments as required.
- Handle calls, messages, emails, post, couriers, and enquiries through online platforms, directing them appropriately.
- Coordinate appointments, meeting schedules, and boardroom bookings; prepare meeting rooms, issue reminders, and take minutes as required.
- Maintain accurate records through data entry, scanning, filing, and document preparation, ensuring confidentiality.
- Keep reception and shared office areas presentable, report maintenance issues, manage the office key box, and arrange reception cover when away from the desk.
- Monitor and replenish office supplies, uniforms, and PPE in coordination with the relevant departments; issue uniforms and prepare employee identification badges.
- Support HR with employee documentation, visa applications, timesheet collection, and staff communications.
- Assist Sales and Accounts with quotations, payment follow-ups, and receipts.
- Work closely with all departments and undertake other reasonable administrative duties in line with company policies.
Requirements
- Previous administrative or front office experience is an advantage.
- Good knowledge of Microsoft Office, particularly Word and Excel.
- Good written and spoken English, professional telephone etiquette, and strong customer service skills.
- Strong organisational and time-management skills, with attention to detail.
- A professional, discreet, flexible, and positive approach.
- Ability to work independently and collaboratively.
- Applicants must currently reside in Malta.