Front Office Administrator

Valletta Credit Finance Corporation Ltd is a licensed entity by the Malta Financial Services Authority as a Financial Institution and offers its clients payments related services and is a principal member of VISA and Mastercard. 

We are looking for a Front Office Administrator who will be responsible for managing daily front desk operations while delivering a professional, high-quality visitor experience and providing comprehensive administrative support across the organisation.

Key Responsibilities: 

• Serve as the first point of contact for all visitors, delivering a professional and welcoming front office experience, including VIP-level service where required

• Manage front desk operations, ensuring the reception area is always presentable, organised, and safe

• Handle all incoming communications (phone calls, emails, and enquiries) in a professional, timely, and knowledgeable manner, directing them appropriately

• Coordinate and schedule meetings, appointments, and meeting room usage, maintaining accurate calendars and bookings

• Provide administrative support across the organisation, including calendar management for managers or teams as required

• Facilitate effective communication between departments, supporting internal coordination and announcements

• Arrange travel logistics, including domestic and international travel, taxis, and accommodation as needed

• Manage incoming and outgoing mail, couriers, and document distribution across departments

• Maintain accurate records, filing systems, and office documentation in line with company standards

• Monitor office supplies and procurement needs, including ordering supplies and managing company merchandise

• Support the planning and execution of internal meetings, events, and company initiatives

• Build and maintain strong relationships with employees, visitors, and external stakeholders

• Assist with ad hoc administrative tasks and provide support to the CEO as required, demonstrating flexibility in meeting operational needs

Talent Profile

• Proven experience in a front office, administrative, or customer service role, ideally within a high-end or client-facing environment

• Excellent communication skills, both written and verbal, with a professional and confident telephone manner

• Strong interpersonal skills with the ability to build positive relationships with visitors, employees, and stakeholders

• Highly organised with strong time-management skills, attention to detail, and the ability to manage multiple priorities effectively

• Demonstrated ability to deliver exceptional service standards, with a proactive and solutions-oriented mindset

• Professional presentation and a positive, service-driven attitude at all times

• Ability to remain calm and composed under pressure, handling challenging situations with professionalism

• Flexible and adaptable approach, with a willingness to take initiative and support a variety of tasks in a dynamic environment

• Proficient in Microsoft Office applications, including Word, Excel, and Outlook