Front Office Executive (recruiting from Malta only)

Our Client, Malta’s leading Corporate Services Provider, Trustee and Investment Services company, is strengthening its Corporate Services team and is seeking a professional, organised, and client-focused Front Office Executive to join its team. The successful candidate will be responsible for creating a professional and welcoming first impression for clients and visitors, while supporting the smooth day-to-day administration and operation of the office.

The role involves regular interaction with clients, regulators, service providers, and internal stakeholders and requires a high level of professionalism, discretion, organisation, and attention to detail.

Key Responsibilities

Act as the first point of contact for clients, visitors, regulators, suppliers, and other stakeholders, managing calls, emails, enquiries, and visitor access professionally. Coordinate the daily operation of the reception and office environment, ensuring reception areas, meeting rooms, kitchens, and communal spaces are maintained to a consistently high standard.

Manage meeting rooms, appointments, and meeting logistics, including room preparation, refreshments, catering, audio-visual requirements, client meetings, Board meetings, and regulatory visits. Monitor and maintain office supplies, stationery, refreshments, and general consumables, coordinating with suppliers and service providers as required.

Support the organisation of internal meetings, corporate events, staff activities, training sessions, and hospitality arrangements. Maintain accurate filing, indexing, archiving, and document management procedures while handling confidential client and company information with the highest level of discretion.

Requirements

Previous experience in Front Office, Reception, Office Administration, Office Coordination, Administrative Support, or a similar professional environment. Excellent communication and interpersonal skills, with the confidence to interact professionally with clients, regulators, suppliers, service providers, and colleagues.

Strong organisational and time-management skills, with the ability to prioritise multiple tasks and meet deadlines in a fast-paced environment. A professional, approachable, and solutions-focused attitude, with a strong commitment to delivering high standards of client service. High level of discretion, confidentiality, attention to detail, and sound judgement when dealing with sensitive information.

Proficiency in Microsoft Office applications, including Outlook, Word, Excel, Teams, and PowerPoint, together with the ability to adapt to internal systems and procedures. Licenses & Qualifications A relevant qualification in Business Administration, Office Administration, Secretarial Studies, Hospitality, or a related field is considered an asset.

Previous experience within Corporate Services, Financial Services, Professional Services, Trustee Services, Investment Services, or a regulated environment will be considered an advantage. Knowledge or experience of office facilities, supplier coordination, meeting management, and document administration is desirable.

Fluency in English is essential; knowledge of Maltese and/or another European language is considered an asset. No specific professional licence is required; however, candidates must demonstrate the pro Benefits Competitive salary. Supportive and collaborative team environment. Opportunity to grow within a leading furniture and interiors company.

Training and development opportunities when needed. The Latino Agent is a licensed recruitment and temporary work/outsourcing agency. Established in Malta since 2018, The Latino Agent has built up an extensive network of clients and vacancies which we can proactively match with your profile. We are experts in labour migration and can accompany you in this process, whether you are relocating from abroad and seeking your first job in Malta or are already in Malta looking for a better opportunity.