Office Assistant

We are looking for a highly organised, detail-oriented, and proactive Office Assistant to join our client’s team.

The successful candidate will play an important role in supporting daily office operations, providing administrative assistance across different departments, and ensuring the smooth running of the workplace.

This position is ideal for someone who enjoys a varied role, works well in a team environment, and can confidently manage multiple responsibilities.

Key Responsibilities

Office Management & Administration

• Process invoices, assist with bookkeeping, and maintain budget records.
• Support procurement activities, supplier relationships, and vendor management.
• Coordinate travel arrangements, including flights, accommodation, visa applications, and travel insurance.
• Schedule meetings and coordinate external service providers when required.
• Assist with general office maintenance, facilities management, and servicing.
• Support the organisation of internal and external company events.
• Assist with the coordination and documentation of fire drills.

Administrative & Departmental Support

• Provide clerical and administrative assistance to different departments based on operational requirements.
• Assist with the preparation of audit reports and financial statements.
• Support general documentation, recordkeeping, and administrative processes.

Reception & Front Office Support

• Handle incoming and outgoing telephone calls professionally.
• Welcome visitors and direct clients attending meetings.
• Manage incoming correspondence, messages, and deliveries.
• Coordinate courier services and outgoing mail.
• Assist with ordering, receiving, and distributing office supplies.
• Perform general administrative duties, including filing, printing, scanning, and document preparation.
• Prepare meeting and training rooms when required.

Requirements

• Good standard of education, preferably at Advanced Level.
• Qualifications in administration, office management, or secretarial studies will be considered an advantage.
• Proficiency in Microsoft Office applications, particularly Word and Excel.
• Excellent written and verbal communication skills in English.
• Understanding of Maltese will be considered an asset.
• Strong organisational skills and excellent attention to detail.
• Ability to multitask, prioritise responsibilities, and meet deadlines.
• A professional, approachable, and client-focused attitude.
• Strong interpersonal skills and the ability to work effectively within a team.
• Flexibility to adapt to changing business and operational requirements.

If you are an organised and motivated individual who enjoys supporting business operations and working in a professional environment, we would love to hear from you.

Apply today to learn more about this opportunity and take the next step in your career.