Receptionist

A stunning B&I location in Sliema, Malta for a UK-based wholly online company. Catering for approximately 250 people daily. We offer a core feeding of lunch and some high end hospitality. This is a Monday to Friday operation.

We are currently recruiting for a Facilities Receptionist for one of our fabulous clients in Malta. The Facilities Receptionist is responsible for managing administrative tasks and office duties to ensure smooth operations across various locations. The role involves providing excellent service to employees and visitors, maintaining facilities, ensuring compliance with health and safety regulations, and supporting various office functions.

Key Responsibilities:
Reception Duties:

• Represent and uphold client values in all interactions. Follow agreed protocol regarding visitors.
• Man, the reception area and provide excellent service to employees and visitors.
• Assist visitors with signing in and out.
• Handle incoming and outgoing mail and deliveries.
• Unpack and sort deliveries (Semi-heavy lifting can occur)
• Ensure the reception area and meeting rooms are tidy and presentable.
• Plan and conduct office tours for new hires.

Administrative Support:

• Book travel arrangements and handle administrative bookings.
• Order and manage office supplies.
• Update HR systems with staff profile pictures and other relevant data.
• Keeping FM Knowledge base up to date
• Keeping all documentation always updated.
• Manage mobile phones and subscriptions.
• Assist in DSE (display screen equipment) assessments.
• Create Purchase Orders and supplier accounts for FM purchases and handle invoices.
• Place stationary orders as required and ensure cupboards and meeting room areas are regularly replenished
• Ensure First Aid boxes are replenished, in date and stock ordered as required
• Ad hoc non IT related meeting room support

Facilities Management:

• Conduct daily office checks to ensure cleanliness and high standards.
• Timely respond to the internal Jira system for facilities-related requests.
• Handling new starter and leaver processes.
• Support the Facilities Manager with various tasks.

Event and Meeting Preparations:

• Plan and execute in-house and external events.
• Order food and beverages for meetings and events and assist with any associated paperwork tasks such as supporting documents to Finance, putting out menus, allergy information.
• Assist with meeting room setups and report any technical issues.

Physical Security:

• Administer visitor management systems.
• Create and manage ID cards for employees, consultants, and suppliers.
• Administer and activate personal lockers.
• Follow the internal physical security requirements.

Health & Safety:

• Act as a fire marshal and first aider.
• Record and document any accidents or incidents.
• Maintain health and safety compliance and training.
• Conduct regular checks on first aid supplies and equipment.

Environmental Reporting:

• Collect and document data for annual carbon footprint reporting.

Communication:

• Communicate office updates and info in our Intranet, per email and on internal presentations.
• Create and post the Office Facilities newsletter.

Additional Responsibilities:

• Conducting daily office cleanliness checks and ensuring maintenance issues are addressed.
• Assist with new starter site tours and induction process
• Handling semi-heavy lifting tasks.
• Conducting weekly facilities inspections such as Planned Preventive Maintenance & Cleaning
• Assist the Facilities Manager will various tasks relating to the non-Hub locations.
• Record first aiders and fire wardens on site on a daily basis in line with hybrid working (easily accessible to call upon if needed)

Your experience:

• Experience from working with Facility Management
• Experience from working in a reception and/or as an Office Assistant before
• Previous experience from similar duties
• Experience from working with service.
• Previous experience from working with events, planning and execution.

 

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About us

Thomas Franks is a founder led, fresh food catering business with a focus on excellence and service delivered with individuality, passion and style. We are unique in every approach and our clients, and our people are paramount to our daily success.

Disclaimer 

All applicants must be able to demonstrate that they have the Right to Work in the UK to be considered for this role.

An enhanced DBS, Identity & reference checks (covering the last five years) will form part of the selection process. As an organisation using the Disclosure Barring Service (DBS) Disclosure service to assess applicants' suitability for positions of trust, Thomas Franks Ltd complies fully with the DBS Code of Practice and undertakes to treat all applicants for positions fairly. We are committed to safeguarding the welfare of children and undertake not to discriminate unfairly against any subject of a Disclosure based on conviction or other information revealed. However, for any post in a school please be aware that any application is exempt from the Rehabilitation of Offenders Act 1974 and as such any criminal conviction, caution or bind-over must be declared.

Diversity and Inclusion at Thomas Franks

We actively encourage applications from candidates from diverse backgrounds and continue to develop a culture of growth and inclusion and would like to invite applications from groups who are currently under-represented, because we believe greater diversity leads to exceptional results and provides a better working life.