Join the Team

Office Administration

• Collect, distribute and manage incoming and outgoing mail and courier deliveries.

• Scan and forward operational invoices to the relevant approvers and ensure all invoices are duly processed.

• Maintain and respond to shared inbox correspondence as required.

• Maintain accurate records and update administrative spreadsheets and databases, including invoices, car park validations, keys and keycard allocations.

• Perform general administrative and operational duties to support the Corporate Services Officer.

• Perform any other duties as assigned by Senior Management.

Meeting & Facilities Coordination

• Prepare boardrooms and meeting rooms for internal and external meetings.

• Coordinate catering and food orders for meetings and events.

• Ensure meeting rooms are maintained in a clean and professional condition.

• Monitor office cleanliness and liaise with service providers as required.

Office Supplies & Inventory Management

• Receive, organise and distribute deliveries.

• Sort and store kitchen groceries and office supplies.

• Ensure kitchen and office supplies are adequately stocked and replenished.

• Coordinate and place orders for kitchen, stationery and cleaning supplies.

• Maintain records relating to office inventory and supplies.

Health & Safety & Premises Management

• Assist in maintaining health and safety records and procedures.

• Ensure first aid kits are adequately stocked and maintained.

• Keep fire drill records and DSE assessment documentation up to date.

• Coordinate visits from suppliers and service providers and ensure maintenance schedules are adhered to.

• Support the upkeep of a safe, compliant and well-maintained working environment.

Key Accountabilities

• Deliver an exceptional reception and customer service experience.

• Ensure the efficient administration of office operations.

• Maintain accurate records and documentation.

• Support the smooth day-to-day running of office facilities and meeting arrangements.

• Ensure company procedures, health and safety requirements, and service standards are consistently maintained.

Skills, Experience & Attributes:

Experience & Qualifications

Educations

• O-Level standard of education

Experience

• Minimum of 1-2 years' experience in a receptionist, front-office, administrative or customer service role.

• Experience within a corporate office environment would be considered an asset.

• Demonstrated ability to manage multiple administrative tasks and priorities simultaneously.

Technical & IT Skills

• Proficient in Microsoft Office applications, particularly:

• Microsoft Outlook

• Microsoft Word

• Microsoft Excel

• Microsoft Teams

• Ability to maintain spreadsheets and records accurately.

• Competent in the use of printers, scanners, photocopiers and telephone systems.

Skills & Competencies

• Excellent verbal and written communication skills in both English and Maltese.

• Professional telephone and customer service etiquette.

• Strong organisational and time-management skills.

• High attention to detail and accuracy.

• Ability to prioritise workload and work independently.

• Strong interpersonal and relationship-building skills.

• Reliable and dependable with a proactive approach to work.

• Punctuality

Personal Attributes & Demeanour

• Professional, courteous and approachable.

• Friendly and welcoming to visitors and colleagues.

• Well-presented and confident communicator.

• Trustworthy and able to maintain confidentiality.

• Positive attitude with a strong customer-service focus.

• Flexible, adaptable and willing to support wider business needs.

Key Success Factors

• Maintains a professional and welcoming reception environment.

• Delivers accurate and timely administrative support.

• Demonstrates excellent customer service to both internal and external stakeholders.

• Supports the efficient operation of the office and facilities.

• Ensures tasks are completed accurately, proactively and within agreed timelines.

Work Benefits:

• Yearly performance bonus

• Life insurance (2x annual salary)

• International health insurance

• Summer hours

• Hybrid working (Depending on necessities)

• Yearly eye screening

• Parking Space

• Payment of professional membership fees (e.g., CII)

• Education awards for professional qualifications

• Sponsorship for job-related training

• 40% discount on personal insurance policies (after 6 months' probation)

• Employee Assistance Programme (confidential support service
  

As an equal opportunities employer, we are committed to the equal treatment of all current and prospective employees and does not condone discrimination on the basis of age, disability, sex, sexual orientation, pregnancy and maternity, race or ethnicity, religion or belief, gender identity, or marriage and civil partnership. We aspire to have a diverse and inclusive workplace and strongly encourage suitably qualified applicants from a wide range of backgrounds to apply and join the Allshores community.