Receptionist and Personal Assistant

We are seeking a proactive, organized, and efficient Receptionist / Personal Assistant to join our clients team. This role requires excellent communication skills and the ability to handle both reception and personal assistant duties while ensuring smooth office operations and maintaining professional service standards.

Key Responsibilities:

Receptionist Duties:

• Opening and Closing Office: Ensure the office is opened and closed at the designated times.

• Boardroom Setup: Prepare the boardroom for meetings by equipping it with business cards, pens, a calculator, and ensuring the Wi-Fi and telephone are operational. Maintain reception with business cards and mints.

• Partners' Office Setup: Open the partners' offices each morning, switching on their PCs, laptops, and monitors.

• Phone Management: Answer phone calls professionally, redirecting them to the appropriate personnel, and taking messages when necessary.

• Client Greeting and Query Handling: Welcome clients, handle basic queries to minimize interruptions to staff, and prepare drinks for clients.

• Reception Area Maintenance: Maintain the cleanliness and orderliness of the reception area, ensuring a welcoming environment.

• Client Communication for Document/Payment Collection: Contact clients via phone and email for documents or payments related to VAT, TAX, NI, audits, annual returns, etc. Send final reminders via registered mail when necessary. Maintain communication with respective managers for specific instructions.

• Post Management: Handle incoming and outgoing post, ensuring correct sorting and delivery to the appropriate person or department.

• Agenda Management: Follow up on the Managing Partners agenda, ensuring meetings and tasks are scheduled appropriately.

• Call Management: Transfer calls to partners and managers, keeping a record of unanswered calls and ensuring follow-ups are made.

• Filing and Organization: Assist in filing in the partners office and help organize personal documents.

Personal Assistant Duties:

• Calendar and Scheduling: Manage appointments, meetings, and schedules for the partners and staff as needed.

• Document Preparation: Assist with drafting, proofreading, and formatting documents and correspondence.

• General Office Assistance: Provide administrative support to the partners and other staff members as required.

• Email Management: Monitor and follow up on the Managing Partner and COOs red flag emails, ensuring email requests are addressed and closed off.

• Supplier Management: Manage supplier relationships and liaise with vendors as needed.

Additional Duties:

• Debtors Collections: Follow up with clients for outstanding debts, maintain accurate records of outstanding accounts, and ensure timely collections in line with company policies.

• HR File Maintenance: Maintain and organize HR files for all employees, ensuring proper documentation is kept up to date.

• New Employee Setup: Assist with the onboarding process for new employees, including preparing necessary documentation, IT setup, and providing support to help them integrate smoothly into the company.

• Identity Malta Applications: Assist employees with completing and submitting Identity Malta applications, ensuring compliance with relevant requirements.

• CRM Database Maintenance: Regularly update and maintain the clients CRM database, ensuring accurate and up-to-date information for efficient client management and communications.

• Client Ticket System Management: Allocate and manage outstanding client tickets and follow up with staff.

Office Management:

• Oversee the smooth day-to-day running of the office, ensuring all office supplies are stocked and organized.

• Liaise with suppliers and vendors for office equipment, repairs, and general office needs.

• Maintain office systems and processes to ensure operational efficiency.

• Assist in organizing and coordinating office events or meetings as required.

Skills and Qualifications:

• Advanced Diploma in Administrative and Secretarial Studies

• Strong communication and interpersonal skills

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

• Knowledge of CRM software and databases

• Excellent organizational and multitasking abilities

• Attention to detail and accuracy

• Ability to work independently and as part of a team

• Previous experience in a receptionist, administrative, or personal assistant role preferred

• Discretion and confidentiality in handling sensitive information

• Previous experience in debtors collections, HR tasks, and office management is advantageous

Additional Requirements:

• A friendly and professional attitude

• Proactive, with the ability to adapt to changing tasks and priorities

• Knowledge of office equipment and basic troubleshooting of IT issues

• High level of professionalism and discretion

If you are looking for an exciting opportunity to be part of a dynamic and professional team, we would love to hear from you! Apply now and take the next step in your career!