Providing a welcoming and helpful experience for our members, clients and visitors.

Looking for a friendly, dependable and proactive Receptionist / Office Manager to become an important part of our team. In this varied role, you will support the smooth daily running and operations of Sixteen Group while providing a welcoming and helpful experience for our members, clients and visitors.

Combining reception, client service, office administration and operational coordination, the role offers the opportunity to make a real difference every day. Reporting to the General Manager, you will help ensure that our spaces remain professional, organised and ready for business.

Key responsibilities

⁠ ⁠Welcome members, clients and visitors, manage visitor check-in and respond to telephone and email enquiries.
⁠ ⁠Assist clients with day-to-day requests, coordinating support and following up as necessary.
⁠ ⁠Coordinate workspace and meeting-room bookings, prepare rooms and arrange refreshments or catering.
⁠ ⁠Provide basic assistance with Wi-Fi, screens and meeting-room equipment, escalating technical issues when necessary.
⁠ ⁠Support member onboarding and departures, explain facilities and procedures, and coordinate access credentials.
⁠ ⁠Maintain accurate member records and assist with agreements, renewals and related documentation.
⁠ ⁠Support invoicing, maintain booking and service records, and follow up on outstanding payments under the General Manager’s direction.
⁠ ⁠Receive and distribute mail and deliveries, notify members, and coordinate scanning or forwarding in accordance with agreed procedures.
⁠ ⁠Monitor the presentation and readiness of shared spaces, replenish supplies and manage office stock.
⁠ ⁠Liaise with cleaning, maintenance and service providers, report faults and maintain relevant service records.
⁠ ⁠Conduct workspace tours and follow up on prospective member enquiries.
⁠ ⁠Communicate house rules and procedures clearly, addressing concerns with courtesy and confidence.
⁠ ⁠Support the General Manager with administration, operational matters and outstanding follow-ups.

Person specification

We are looking for someone who:

⁠ ⁠Is responsible, dependable and punctual, with a strong sense of ownership.
⁠ ⁠Has a good working knowledge of spoken and written English; this is essential.
⁠ ⁠Is welcoming, professional and confident when dealing with people.
⁠ ⁠Is organised and attentive to detail, with the ability to manage competing priorities.
⁠ ⁠Takes initiative and follows tasks through to completion without repeated reminders.
⁠ ⁠Exercises sound judgement, resolves routine problems calmly and recognises when to seek management guidance.
⁠ ⁠Handles confidential information with discretion.
⁠ ⁠Is comfortable using email, spreadsheets and digital systems, and willing to learn new tools.
⁠ ⁠Takes a practical approach to maintaining high standards throughout the workspace.

Previous experience in reception, office administration, hospitality or a similar client-facing role would be an advantage. Training will be provided.

Employment details

⁠ ⁠Full-time position.
⁠ ⁠Monday to Friday, 08:30–17:30.
⁠ ⁠Availability to work evenings or weekends when required.
⁠ ⁠Immediate start.
⁠ ⁠Salary to be discussed.

How to apply

If you are organised, people-focused and ready to play a key role in a busy and welcoming workspace, we would love to hear from you.

Please send your CV to gabriella@sixteen.com.mt, quoting “Receptionist / Office Manager” in the subject line.

Receptionist / Office Manager

Job Description