Administration Assistant/Receptionist

San Giljan Flexible Full-Time 1 - 8 hours/day

Job Details

Financial Services Other
Flexible Full-Time
San Giljan
1 - 8 hours/day
08:00 to 19:00
Mon, Tue, Wed, Thu, Fri
Business Premises
An attractive financial package is being offered which is competitive and commensurate with experience. A structured performance review is carried out at least on an annual basis and subject to discretionary salary review and performance bonus. The Group provides training on an ongoing basis in line with its continuous learning and development policy.
As a result of strategic growth, MPG have identified the requirement for a dynamic individual to join our Malta team as a Receptionist/Administration Assistant, whose role is primarily to run the office,  reception and other Administration matters in an organised effective manner.

Key Responsibilities

Secretarial Support

Correspondence
  • Sorting and prioritising all incoming mail, email and correspondence
  • Writing email and letter responses where agreed
  • Making, receiving, transferring and gate keeping of telephone calls

 Diary management
  • Arrange and confirm appointments, ensuring all usage of the internal meeting spaces is logged.
  • Contact all involved with any diary changes
  • Meeting support
  • Book meeting rooms/boardroom, attend internal/external meetings if requested
  • Circulate & print papers in advance of meetings when requested to do so
  • Meet and host guests, arrange travel requirements, parking, transfers
  • Provide refreshments

Finance administration
  • Process any invoices and requests for payment on a daily basis, and send weekly to the Finance Department for reconciliation
  • Process any Credit Card receipts for reconciliation by the Finance Department.

Office Support

  • Liaise on a daily basis with The Hedge Business Centre receptionist and administrators
  • Ensure health & safety, fire risk, first aid matters are implemented and maintained
  • Ensure stationery requirements are kept up to date
  • Ensure that the Reception area is clean and tidy at all times, and that the publications displayed on the coffee table are up to date
  • Ensure that the Kitchen area is clean and tidy at all times
  • Ensure office refreshment supplies are kept stocked
  • Arrange for all outgoing mail and ready for collection
  • Arrange courier / logistic services as and when required
  • Ensure that supplies of office refreshments are replenished as necessary
  • Keep record of all visitors/guests
  • Ensure all equipment, furniture, finishings, electricity, water etc are functioning and upkept at all times
  • Liaise with IT department for any IT issues, alerts, downtime
  • Assist with conference/seminars/trainings bookings
  • Ad-hoc administrative support

Other Responsibilities
  • Proof reading of documents and correspondence when requested
  • Monitoring of the office Managers emails in their absence and liaising with the other teams to ensure all queries are dealt with
  • Manage petty cash, and request approval from and report to Office Manager
  • Assist Group CEO and CFO with their travels and diaries, as well as other requests
  • Assist with preparation, organisation and installation at events, such as sponsored events, in-house events, conferences, seminars and so forth.

Characteristics
  • Abilities
  • Long term commitment, loyalty and dedication
  • A very good eye for detail with a systematic approach to work
  • Able to work under pressure in a busy office environment
  • Self-motivated, proactive, self-initiative
  • Able to work cooperatively within a team, excellent inter personal skills
  • Flexibility dealing with multiple and varying duties concurrently
  • Ability to contribute to groups discussions in a thoughtful manner
  • Confidentiality and discretion, Sensitivity and diplomacy

Skills
  • Excellent organisational and administrative skills
  • Strong MSOffice skills, including email, spread sheets, word processing, powerpoint
  • Excellent communication skills, both oral and written
  • Excellent, polite, professional, friendly telephone manner
  • To be very well presented and of a smart appearance at all times
  • Ability to maintain boundaries and clear delineation of responsibilities in a task or situation
  • Ability to identify and clarify assumptions
  • Ability to organise time management and personal workload planning

Qualifications

Considered an asset

  • Word and excel knowledge
  • Proficient in spoken and written English
  • Office work experience
  • Can do approach
  • Be willing to learn and attend further training to keep up with latest updates
  • Good organisational skills
  • Good communication skills and be able to respond to customer queries
  • Self-motivated individuals who are committed to meet deadlines
  • Attention to detail
  • Possess a positive attitude
  • Proven office management and administrative and assistance experience
  • Excellent time management skills
  • Ability to multi-task and prioritise work
  • Writing and interpersonal skills
  • Friendly and outgoing personality
  • Smart and neat appearance

Experience

Required

  • General office duties
  • Excellent command of the English language
  • Minimum of 2 year experience in similar role
  • Able to work as part of a team
  • Working experience in a similar environment
  • Project Coordination
  • Experience in customer care enviroment

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