Office Administrator

Job Description

Company Introduction

Job Responsibilities and Duties

• Update the website of the firm with content which is presented to by superiors and publish them on the social media pages of the firm;
• Liaise with the external SEO agency and coordinating with the respective staff to present the information required;
• Assist the marketing department as requested;
• Open and close the office;
• Equip boardroom with business cards, pens, calculator, and ensure that the Wi-Fi and telephone are working;
• Equip reception with business cards and mints;
• Ensure that the office is clean;
• Take care of general office maintenance;
• Answer phone calls;
• Welcome clients and answer basic queries of clients by preparing drinks and preparing the boardroom for meetings;
• Manage documents;
• Ensure all IT folders in the respective drives are being checked to be consistent with the procedures of the Firm, so that ongoingly the data is retained according to the IT SOP procedures;
• Chase by telephone and by email clients in order to bring to the office documents or payments in relation to VAT / TAX / NI / Audits / Annual Returns etc and when required send final reminders;
• Communicate constantly with respective managers for instructions;
• Chase debtors by telephone and email plus sending statements by email or by post and if necessary attend client’s premises to collect payment;
• Ensure that there is sufficient stock of stationary / consumables;
• Communicate with the manager to plan tasks on a daily basis and also at the end of the week;
• Coordinate internal and external seminars being attended to by staff including booking of venue/booking seminar;
• Update internal training schedule for easy compilation of CPD returns at end of year;
• Download and file respective notes and collect and file respective certificates;
• Order property searches from land registry and collect them (once a year);
• Liaise with our IT company under manager’s instructions in the case that IT problems arise;
• Coordinate seating, IT equipment/software/email signatures/ email accounts and stationery for interns/new staff, registering them with Jobsplus, maintain leave records, open new staff files, collect timesheets and file them for staff;
• Assist in coordinating staff events;
• Collect, print and file supplier statements for monthly payments;
• Attend the various authorities for the submission of documentation.

Experience

• Previous work experience as a Receptionist, Front Office Representative or similar role;
• Be proficiency in Microsoft Office;
• Have hands-on experience with office equipment;
• Be fluent in English and preferably in Maltese;
• Have a clean driving’s licence.

Personal Skills

• Have good planning, strong interpersonal and communication skills;
• Ability to work under pressure and be able to prioritize and handle multiple tasks;
• Have highly organizational skills.