Front of House Administration/Reception

Key Accountabilities and Decision Ownership:

1. Attend to visitors and deal with all inquiries on the phone and face to face. Supply information regarding the organisation to clients and staff.
2. Manage all business travel arrangements and bookings for management staff including researching, co-ordinating with travel agencies on flights, accommodation and ground travel;
3. Answer telephone, screen and direct calls; take and relay messages; provide information to callers
4. Handle incoming mail and other material – receive and sort mail and deliveries, open and date stamp all general correspondence
5. Schedule and confirm appointments and maintain boardroom appointment diary electronically;
6. Assist in the planning and preparation of meetings, conferences and conference calls
7. Maintain the general filing system and file all correspondence
8. Manage office space; tidy and maintain the reception area
9. Maintain an adequate inventory of office supplies and manage stationery order
10. Set up and maintain filing systems
11. Liaise with internal and external contacts

Provide general administration and clerical support to other departments as directed by line management.

Experience Required:

Applicants are expected to have relevant work experience in a similar environment. They must be proven multi-taskers able to handle several scenarios concurrently and have strong organisational, problem solving skills.

The candidate must be able to work independently and manage all projects and tasks in a timely manner. S/he must be computer literate and able to use general Office applications confidently, especially Email and Excel.

The Front of House is the first point of contact of visitors with Hudson and therefore our FOH Administrators must reflect the Hudson Spirit. S/he must be well-spoken in both English and Maltese, confident and have a bubbly outgoing personality