Front Office Administrator

About Our Client
Our Client is an established organisation operating within the safety and protection solutions sector, providing specialised products and services designed to support safer environments. The Business places strong importance on dependable service, high standards and ongoing improvement, with innovation and quality at the heart of its operations. Heroix is collaborating with the Client to identify a customer-focused and organised individual to join their team.

Role Overview
The Front Office Administrator will provide a welcoming and professional point of contact for customers, visitors and individuals contacting the Business. This is a varied entry-level position combining reception duties, office administration, customer assistance and commercial support, making it suitable for someone who enjoys working with people while keeping day-to-day processes organised.

Key Responsibilities

• Front Office Coordination: Welcome customers and visitors in a professional manner, understand the purpose of their visit and connect them with the appropriate team member or department.
• Telephone and Enquiry Management: Manage telephone calls and general enquiries, provide relevant information where appropriate, take clear messages and ensure requests reach the correct person.
• Administrative Support: Assist with routine office administration, maintain well-ordered documentation and records, respond to requests promptly and help ensure the workplace remains organised and presentable.
• Customer and Sales Assistance: Support customers with general product information and assist the commercial team with quotations, order administration and related documentation. Contribute to sales activity by identifying suitable additional or complementary products where appropriate.
• Order and Stock Support: Assist with processing customer orders, keeping stock information up to date and maintaining accurate records of enquiries, transactions and other customer-related activity.
• Internal Coordination: Work closely with colleagues across different departments to help resolve customer requests efficiently and share relevant feedback that may improve the overall service provided.
• Process Improvement: Contribute ideas that can make administrative routines more effective and support improvements to everyday office practices.
• Additional Support: Undertake other reasonable office and administrative duties assigned by the relevant manager according to the needs of the Business.
• Learning and Development: Take part in training and development activities provided by the Company to strengthen knowledge, skills and performance within the role.

Qualifications, Skills and Attributes

• Education: A suitable educational background for an administrative and customer-facing position is required. 
• Experience: A minimum of one year of previous experience within administration or a similar office-based position is required. The role is suitable for candidates at an entry level who are looking to further develop their experience.
• Language Skills: A good working knowledge of both English and Maltese is required to communicate effectively with customers, visitors and colleagues.
• Communication Skills: Confident and courteous communication skills are important, together with the ability to provide clear information and communicate appropriately with people at different levels.
• Interpersonal Skills: A friendly, approachable and service-minded manner is required, with the ability to establish positive working relationships with customers and colleagues.
• Customer Focus: A genuine commitment to providing helpful and professional service, with an understanding of the importance of creating a positive impression when representing the Business.
• Technical Skills: Good working knowledge of Microsoft Office applications, including Word, Excel, PowerPoint and Outlook, together with the ability to use other relevant office software.
• Attention to Detail: A careful and accurate approach to handling information, maintaining records and preparing administrative and sales-related documentation.
• Organisation: Strong planning and time-management abilities, with the capacity to prioritise different responsibilities and manage a varied workload effectively.
• Self-Motivated: A proactive approach to work, with the willingness to take initiative, learn new skills and contribute positively to the wider team.
• Problem-Solving: A practical and solutions-focused mindset, with the ability to respond constructively to everyday customer and administrative matters.
• Professionalism: A professional appearance and manner, supported by integrity, reliability and appropriate conduct when dealing with customers, colleagues and other stakeholders.
• Company Values: A willingness to work in line with the Client's standards and values while contributing to a culture focused on improvement, collaboration and high-quality service.

What's on Offer

• Compensation: A competitive salary package appropriate to the responsibilities and experience required for the position.
• Employment: A full-time opportunity within an established organisation.
• Private Medical Cover: Health insurance is provided.
• Well-Being Support: Access to an employee well-being programme.
• Company Phone: A company mobile phone and line are provided.
• Employee Discounts: Access to team-member discounts offered by a selection of participating retailers and service providers across Malta.
• Autonomy and Exposure: The position offers the opportunity to take responsibility for assigned work while interacting with colleagues and decision-makers across the Business.
• Working Environment: Join a cooperative workplace that encourages initiative, knowledge sharing and ongoing learning.
• Career Development: Opportunities to broaden your skills and take on additional responsibilities as you gain experience and demonstrate your capabilities within the Company.

What Heroix Offers

• Confidentiality and Discretion: Your job search will be handled with the utmost confidentiality and professionalism.
• CV Review: Receive candid & constructive feedback to enhance your CV.
• Interview Planning: Get personalised prep sessions prior to your interviews.
• Cultural Fit Assessment: Understand the company culture to ensure it's the right environment for you.
• Long Term: Gain insights into the role and company for a long-term, stable career move.
• Exclusive Opportunities: Access a broader range of job opportunities.
• Personalised Candidate Profile: Stand out with a detailed profile highlighting your strengths and skills.
• Ongoing Support and Guidance: Benefit from continuous support throughout your job search process.
• Networking Opportunities: Leverage our extensive network of industry contacts for exclusive positions.
• Time Efficiency: Save time and effort with our efficient and effective recruitment strategies.
• Tailored Job Matching: Find the perfect fit with customised job matching based on your skills and career goals.
• Feedback Loop: Stay informed and engaged with regular updates and feedback on your application status.

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