Front Office Clerk

Our client is looking to onboard a Front Office Clerk to deliver comprehensive reception, clerical, and secretarial support to ensure the efficient operation of the Office. This role serves as the initial point of contact for clients, maintains administrative alignment for the internal teams and actively manages caseload tracking, documentation, and compliance across physical and digital systems.

Responsibilities

• Serve as the primary point of contact for visitors and callers, providing courteous, professional assistance, managing incoming correspondence, and handling occasional public relations tasks
• Provide direct secretarial assistance to internal teams and departments in drafting, formatting, and finalizing official reports, correspondence, and documentation
• Maintain structured physical and digital case records within the Case Management System, ensuring accurate indexing, file synchronisation, and strict numbering compliance
• Monitor case aging, pending feedback, and deadlines, identify and resolve dormant files, and proactively escalate urgent matters to the related department
• Generate periodic caseload analytics and tracking reports highlighting approaching deadlines, overdue actions, and operational bottlenecks
• Produce faithful translations of correspondence in either Maltese or English and transcribe recorded meetings under strict data confidentiality

Requirements

• Proficiency in Maltese & English, both written and verbal
• Strong proficiency in Microsoft Office (Word, Excel, Outlook) and experience managing digital records or Case Management Systems
• Exceptional attention to detail, strong case-tracking skills, and the ability to prioritize and multitask independently under strict deadlines
• High degree of discretion, confidentiality, and integrity when dealing with sensitive matters and grievances
• Professional phone etiquette, patience, sound judgment, and a collaborative mindset