Front office executive (recruiting from malta only)

Our Client, Malta’s leading Corporate Services Provider, Trustee and Investment Services company, is strengthening its Corporate Services team and is seeking a professional, organised, and client-focused Front Office Executive to join its team.

The successful candidate will be responsible for creating a professional and welcoming first impression for clients and visitors, while supporting the smooth day-to-day administration and operation of the office. The role involves regular interaction with clients, regulators, service providers, and internal stakeholders and requires a high level of professionalism, discretion, organisation, and attention to detail.

Key Responsibilities

• Act as the first point of contact for clients, visitors, regulators, suppliers, and other stakeholders, managing calls, emails, enquiries, and visitor access professionally.
• Coordinate the daily operation of the reception and office environment, ensuring reception areas, meeting rooms, kitchens, and communal spaces are maintained to a consistently high standard.
• Manage meeting rooms, appointments, and meeting logistics, including room preparation, refreshments, catering, audio-visual requirements, client meetings, Board meetings, and regulatory visits.
• Monitor and maintain office supplies, stationery, refreshments, and general consumables, coordinating with suppliers and service providers as required.
• Support the organisation of internal meetings, corporate events, staff activities, training sessions, and hospitality arrangements.
• Maintain accurate filing, indexing, archiving, and document management procedures while handling confidential client and company information with the highest level of discretion.

Requirements

• Previous experience in Front Office, Reception, Office Administration, Office Coordination, Administrative Support, or a similar professional environment.
• Excellent communication and interpersonal skills, with the confidence to interact professionally with clients, regulators, suppliers, service providers, and colleagues.
• Strong organisational and time-management skills, with the ability to prioritise multiple tasks and meet deadlines in a fast-paced environment.
• A professional, approachable, and solutions-focused attitude, with a strong commitment to delivering high standards of client service.
• High level of discretion, confidentiality, attention to detail, and sound judgement when dealing with sensitive information.
• Proficiency in Microsoft Office applications, including Outlook, Word, Excel, Teams, and PowerPoint, together with the ability to adapt to internal systems and procedures.

Licenses & Qualifications

• A relevant qualification in Business Administration, Office Administration, Secretarial Studies, Hospitality, or a related field is considered an asset.
• Previous experience within Corporate Services, Financial Services, Professional Services, Trustee Services, Investment Services, or a regulated environment will be considered an advantage.
• Knowledge or experience of office facilities, supplier coordination, meeting management, and document administration is desirable.
• Fluency in English is essential; knowledge of Maltese and/or another European language is considered an asset.
• No specific professional licence is required; however, candidates must demonstrate the pro.

Benefits

• Competitive salary.
• Supportive and collaborative team environment.
• Opportunity to grow within a leading furniture and interiors company.
• Training and development opportunities when needed.