Front Office & Administration Officer

Our client is looking for a reliable and customer-focused Front Office & Administration Officer to join the team and manage the day-to-day front office and administrative activities.

The role involves handling customer enquiries and orders, processing invoices and credit notes, maintaining accurate records and monitoring stock levels. 

Key Responsibilities

• Manage the day-to-day operations of the front office, ensuring a professional and welcoming service.
• Answer and manage incoming phone calls, emails, faxes and other correspondence in a timely and professional manner.
• Process invoices and credit notes accurately and efficiently.
• Receive and process customer orders and issue the relevant picklists.
• Handle customer complaints professionally and ensure that matters are directed to the appropriate person when required.
• Maintain organised filing and archiving systems, ensuring that records are kept accurately and securely.
• Check, monitor and reconcile stock levels as required.
• Follow all internal Standard Operating Procedures and ensure that assigned responsibilities are carried out accordingly.
• Carry out pharmacovigilance-related duties in accordance with internal procedures, including reporting adverse events, recording and reporting medical enquiries, and checking the answering machine daily.
• Provide general administrative and operational support as required.
• Perform any other duties relevant to the position as assigned by management.

Requirements

• Previous experience in a front office, customer service or administrative role.
• Good computer literacy and confidence in using standard office applications.
• Excellent customer service and communication skills.
• Friendly, approachable and professional manner.
• Good command of both written and spoken English, knowledge of Maltese would be considered an asset.
• Well organised, reliable and attentive to detail.
• Ability to handle customer enquiries and complaints professionally.
• Ability to follow established procedures and maintain accurate records.
• A clean police conduct is required.