Office Administrator (Maltese Speaking)

Job Description

Company Introduction

Job Responsibilities and Duties

• Oversee the day-to-day administration and smooth running of the office;
• Welcome clients and visitors while maintaining a professional reception environment;
• Answer and direct telephone calls, manage incoming correspondence, and respond to general enquiries;
• Organise and maintain both physical and electronic filing systems, ensuring documentation is accurate and up to date;
• Prepare documents, correspondence, and general administrative paperwork as required;
• Coordinate diaries, appointments, and meetings, ensuring schedules are effectively managed;
• Assist the Director with meeting reminders, diary management, scheduling, and general administrative support;
• Manage office supplies and ensure the office, reception area, and meeting rooms are well maintained and organised;
• Coordinate tasks with the Administrative Assistant to ensure the efficient allocation and completion of daily administrative duties;
• Assist with additional administrative responsibilities as required.

Experience

• Minimum of 2 years' experience within an Administration, Office Administration, Office Coordinator, or similar role;
• Good working knowledge of Microsoft Word, Excel, and Outlook;
• Fluent in English and Maltese, both written and spoken;
• Previous experience providing administrative support to senior management will be considered an asset.

Personal Skills

• Strong organisational and communication skills;
• Professional, positive, and proactive approach to work;
• Ability to work independently and use initiative;
• Good time management skills with the ability to prioritise tasks effectively;
• Confidence in taking notes and preparing correspondence from dictated instructions when required;
• Strong attention to detail and commitment to maintaining an organised office environment.