Business Support | Front Office & Office Administrator | Malta

Job Purpose

The Front Office & Office Administrator is responsible for supporting the day-to-day administrative and front office operations of the firm, while providing reliable assistance to legal and corporate teams. The role involves managing reception and client-facing duties, coordinating correspondence and couriers, maintaining records and filing systems, and assisting with general office administration and corporate support tasks to help ensure the smooth and efficient running of the office.

Job duties and responsibilities as Office Administrator

• Assisting the Teams;
• Handling of mail, coordinating delivery and receipt of couriers for the Teams;
• Assisting the Teams with data entry and upkeep of software, client database and files;
• Assisting the team with scanning and naming of documents, photocopying, filing and general upkeep of files and records;
• Assisting the Teams with daily administration of companies;
• Assisting the Teams with various corporate transactions, including drafting of documentation and liaising with relevant parties/authorities, coordinating signing of documents internally and externally;
• Assisting the Teams with preparation and submission of various filing;
• Liaising with Lawyers, accountants, auditors and other service providers or authorities on behalf of Team and clients;
• Taking on reception duties as and when required;
• Any other administrative tasks as may be assigned by the Teams or management.

Job duties and responsibilities as a Front Office Administrator

• Opening and closing of the office;
• Handling of documents to be sent by courier;
• Liaising with our in-house courier;
• Handling of all outbound/registered and inbound post;
• Assist walk-in clients;
• Take phone calls and assist clients accordingly;
• Assisting the Teams with daily administration requirements;
• Speak and understand English;
• Handling our meetings calendar;
• Preparing Board and meeting rooms before every scheduled meeting;
• Clearing Board and meeting rooms after every meeting;
• Handling of mail, coordinating delivery and receipt of couriers for the Teams;
• Assisting the Teams with data entry and upkeep of software, client database and files;
• Assisting the Teams with scanning and naming of documents, photocopying, filing and general upkeep of files and records;
• Assisting the Teams with daily administration of companies;
• Assisting the Teams with various corporate transactions, including drafting of documentation and liaising with relevant parties/authorities, coordinating signing of documents internally and externally;
• Assisting the Teams with preparation and submission of various filings;
• Liaising with Lawyers, accountants, auditors and other service providers or authorities on behalf of the Team and the client;
• Any other administrative tasks as may be assigned by the Teams or management.

Qualities

• Minimum of 1 year’s experience in a similar role;
• Excellent written and verbal communication in English;
• Collaborative, smart, energetic, pro-active and a motivated individual;
• Outstanding interpersonal abilities and outstanding organisational skills.