Front Office Administrator

Financial Intelligence Analysis Unit View all jobs

  • Birkirkara, Malta Island
  • Permanent
  • Full-time
  • 24 days ago
The Role​At the FIAU, we take pride in delivering excellent service to both our stakeholders and our people. To strengthen this commitment, we are seeking a caring, energetic, and proactive Front Office Administrator to oversee the smooth running of our reception and provide a welcoming, high-quality first point of contact for visitors and colleagues alike.​As a Front Office Administrator, you will be part of the People & Corporate Services section and play a pivotal role in ensuring the reception reflects the FIAU's high standards and values. This role goes beyond the day-to-day front-desk duties. It requires excellent organisational skills, a keen eye for detail, and the ability to maintain consistent service standards across a range of administrative and visitor-facing activities.Key Responsibilities​
  • ​Greet and welcome visitors with professionalism and a positive attitude, ensuring an excellent first impression of the FIAU.
  • Coordinate the day-to-day operations of the front desk to ensure smooth and efficient functioning.
  • Log, distribute, and track incoming mail and correspondence promptly and accurately.
  • Handle incoming calls and emails, addressing queries or directing them to the appropriate teams or individuals.
  • Coordinate and support meeting preparations, including scheduling, room setup, and other logistics.
  • Carry out general administrative tasks such as filing, calendar management, arranging meetings, and maintaining accurate records.
  • Ensure the reception area remains welcoming, tidy, and aligned with FIAU standards.
  • Build and maintain positive working relationships with colleagues, stakeholders, and external service providers.
  • Manage and keep the Visitor Management System up to date.
  • Provide support with finance-related tasks as required.
  • Assist in coordinating travel arrangements for staff members.
  • Provide logistical and administrative support for FIAU events, courses, and training sessions.
  • Undertake any other administrative duties as assigned by the Section Head, Director, or Deputy Director.
Requirements​
  • An MQF level 4 certification, preferably in Administration and Secretarial Duties, coupled with a minimum of 2 years of relevant work experience OR
  • A school leaving certificate, coupled with a minimum of 5 years of relevant work experience.
  • Excellent communication skills in both Maltese and English
  • Strong proficiency in Microsoft Office and other office automation tools
  • Pleasant personality and good moral character, contributing positively to the work environment and team culture
  • ​Excellent organisational skills and a keen eye for detail
  • Ability to maintain consistent service standards across a range of administrative and visitor-facing activities
We Offer:​
  • Health & Life insurance group cover
  • Sponsorship Training Scheme
  • Training & Study Leave
  • Family-friendly measures
  • Team Building Events
  • Free parking (first come first served)

Financial Intelligence Analysis Unit