Workspace Assistant

Salary : Up to 25000 DOE

Location : Based from Malta

Contract Type : Permanent

Hours: 40 hours per week

Reporting To:Senior Workspace Manager

Benefits:

• 30 days holidays

Overview:

Role Overview/Purpose:

The Workspace Assistant role incorporates several Facilities Management tasks also and is a great gateway into Pareto FM & the Facilities Sector. We are looking for a bright enthusiastic individual to join our team. During an exciting time for our client the successful candidate will be involved in the daytoday operations on site as well as getting involved in various projects. The overall purpose is to support the Workspace Manager with maintaining effective Facilities Management exceptional service delivery and providing the client with a World Class workspace.

Main Function:

The Workspace team support the Workspace Manager at the companys office in partnership with a prominent global gaming corporation. The role will have direct interaction with various departments multiple areas and senior managers across the business. The Workspace Assistant will be expected to lead individual assignments as directed by the Workspace Coordinator.

Right To Work: Applicants must have the right and permit to work in Malta in place.

Job Purpose: To provide full front of house duties and work with the Workspace Manager to ensure the smooth running of the Malta Office.

Role Responsibilities:

• Build and maintain effective relationships with customers and internal/external suppliers by resolving service issues and acting as an ambassador for both Pareto and the Customer Property & Facilities Team.

• Support WSM in managing and prioritize workloads within the team to ensure achievement of service standards.

• Meeting and greeting clients

• Booking meetings

• Supporting internal events including set up and derig

• Support with meeting room set up and daily room checks

• Arranging Couriers

• Managing stationary stock

• Process Invoices maintain electronic record and keeping up to date the excel Invoices log

• Creating passes for new starters managing visitors and contractor passes process

• Keeping the reception area tidy

• Answering phone calls and emails

• Sorting and distributing post

• Must be prepared to fill the gaps and step into any of the facilities roles in times of constrained resource.

• Assisting the Legal Team with scanning and logging of legal claims in an organized manner

Key Skills:

• Strong command of the English Language

• Good Communicator

• Client focused Skills

• Able to work on own initiative and as team player

• Adaptable to various duties of the post

• Confident and courteous manner both in person and on the phone

• Commitment to customer care

• Cultural sensitivity and awareness

Experience:

• Previous experience as a receptionist / or similar position in Facilities

• Excellent communication coaching and feedback skills

• Experience in a fastpaced environment

• Proven experience in a customer service environment.

• Contract management & negotiation skills.

PC literate and competent in all relevant MS applications i.e. Word Excel and PowerPoint.