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Front Office Administrator

Job Title: Front Office Administrator
Contract Type: Permanent
Location: Malta
Industry:
Salary: Attractive
Reference: 5119
Contact Name: Christian Xuereb
Job Published: May 09, 2019 08:51

Job Description

Role title:      Front Office Administrator (Group HQ)

Function:      Front office

Reports to:    EXCO

Role purpose:  The purpose of the role is to ensure that our serviced office space is manned to very high standards for the people co-working from the premises. The role will also involve manning the reception area, ensuring that all visitors to the building have a very positive experience.

Key responsibilities:

  • Man reception desk and arrange cover where necessary to ensure 8-5pm reception activity;
  • Ensuring all guests welcomed with a smile  - bearing in mind we are in the people business;
  • Ensuring proper office opening and closing procedures, in a consistent, diligent and timely way;
  • Ensuring new workers at the building have all authorised tools and access;
  • Maintain Fixed Asset register including working tools to ensure these are managed effectively;
  • Manage cleaning team, planning rosters but ensuring work is carried out to impeccable standard;
  • Execute all procurement ensuring we obtain and document 3 competing quotes per purchase;
  • All current and agreed supplies to be delivered and in place in a timely fashion with no outages;
  • Maintain a proper filing and archiving system;
  • Optimise utilisation of work and meeting room space among all workers;
  • Project manage approved maintenance and improvement projects;
  • Ensure communications at HQ always run well with no leakage of messages on a 24/7 basis; 
  • Ensure building is fully prepared for meetings, events (lectures) and any other business activity;
  • Continuously propose and execute (approved) improvements to the office environment;
  • Manage service providers such as IT and Comms support, Airconditioning among others.
  • Provide support to the CEO and senior management on review of legal contracts, bid preparation, administration of performance reviews and other initiatives as required.
  • Assisting Training Manager in preparing of Training Course Packs, together with registration forms, feedback forms and Attendance Certificates and anything related to courses.
  • Other front office and administrative duties as required.