Front Desk Receptionist & Admin Assistant

We are currently seeking a Front Desk Receptionist & Administration Assistant who will be reporting to the Head of DRS & Business Systems

Reports to: Head of DRS & Business System

Objectives

• Handling customer queries and complaints received via calls, emails, WhatsApp and social media channels; and ascertaining they are addressed adequately either by addressing the queries directly in the first instance (first level support) or by forwarding them to the concerned department for further assistance (second level support);
• Keeping records of customer complaints through the central ticketing system and ensuring timely resolution of complaints;
• Customer Assistance and Escalations of issues raised by customers that need urgent addressing;
• Outreach, onboarding and provide support to Scheme Members by calls, emails and also on-site visits as required;
• Provide first-level support in product registrations and placement reports for Importers and Producers;
• Assisting the Logistics Coordinator in matters relating to the Manual Collection Service, from Retail and Catering Establishments including keeping records of bag collection, preparing labels, assist users with the app registration and address any issues that may arise from time to time;
• Providing the necessary support in Office Administration as deemed necessary from time to time;
• Coordinating, together with other stakeholders involved, any visitors to the Plant which may also include educational visits by local schools;
• Coordinating the availability of the Administrative Block facilities such as the Training Room, Meeting Room and Board Room for any meetings that are required to be held;
• Organising and coordinating Board meetings and Board of Directors visits to the Plant;
• Manage office supply stocks and place orders where necessary after obtaining the necessary approval;
• Distribute mail to the staff when received and post any mail as required;
• Personal assistance to the CEO, Head of DRS & Business Systems of the company;
• Maintain Call Log of visitors.

Qualifications & Requirements

• Fluency in both Maltese and English languages is a must
• Solid knowledge of office procedures
• Experience with office management software like MS Office (MS Excel and MS Word, specifically
• Strong organization skills with a problem-solving attitude
• Excellent written and verbal communication skills
• Attention to detail
• Previous experience in administration and/or customer care is considered an asset.

Training

Comprehensive training will be provided to ensure the right candidate is fully equipped to handle all aspects of the role.

Candidates should reflect our values and commitment to be self-disciplined to quality and are expected to be well organised and to be able to present themselves in a professional manner.