We are seeking a highly organised and proactive Receptionist & Office Coordinator to take ownership of front-office operations and provide essential administrative support across multiple functions. In this role, you will serve as the first point of contact, managing reception duties including handling incoming calls, emails, and visitor coordination while maintaining a professional and welcoming environment. You will oversee office organisation and upkeep, manage supplies and orders, and ensure accurate filing, scanning, and record-keeping systems are maintained. The position also involves coordinating bookings and rentals of office facilities, including client viewings and related logistics.
Beyond front-office responsibilities, you will play a key role in supporting administrative and operational activities such as processing work permit applications, assisting with audit and accounts administration, and coordinating internal projects, meetings, and company events. You will follow up on deadlines and action points to ensure smooth execution across departments. Additionally, you will contribute to marketing and communication efforts by assisting with social media coordination, newsletters, website updates, promotional materials, and liaising with external suppliers such as designers and printers, while also supporting event promotion and client communications.
The role further includes liaising with suppliers, clients, and external authorities, assisting management with ad hoc tasks, supporting HR administration and onboarding processes, maintaining health and safety documentation, coordinating travel and schedules, and ensuring strict confidentiality and compliance with regulatory requirements. The ideal candidate will have excellent organisational and multitasking abilities, strong communication and interpersonal skills, a professional and presentable demeanour, and the ability to work independently with initiative. Fluency in English and Maltese is essential, while Italian is considered an asset, and a valid driving licence is required. Proficiency in Microsoft Office and general office systems is expected. This is a full-time, office-based role operating Monday to Friday from 9:00am to 5:30pm, with flexibility required for occasional extended hours or urgent weekend availability when necessary.
If you are interested in receiving more information, don't hesitate in contacting marina.pages@reed.com or +356 9908 1461.
