Front Office Administrator

About the role

We are looking for a highly organised, detail‑oriented Front Office Administrator to join our professional services team. The role supports corporate administration and client service functions, ensuring statutory documentation, client communications, and regulatory filings are processed accurately and on time.

Key responsibilities

• Prepare and circulate Letters of Engagement, follow up for signatures, and maintain electronic filing of executed documents.
• Issue professional clearance request letters, process incoming clearance requests, and prepare bank confirmation letters.
• Draft company Board Resolutions, complete statutory forms (e.g., Forms F1 and F3) for the Malta Business Registry, submit annual accounts, and handle registry feedback.
• Distribute financial statements and audit documents for client signatures via email, DocuSign, post, or other approved methods, and monitor outstanding items.
• Maintain organised electronic and physical filing systems, liaise with clients, regulators, and internal teams, and provide general administrative support to directors and managers.

Required profile

• Excellent organisational and time‑management abilities.
• Strong attention to detail and accuracy.
• Excellent written and verbal communication skills in English.
• Proficiency in Microsoft Office applications.
• Ability to prioritise workload, meet deadlines, and work independently or as part of a team.
• Previous experience in an administrative, corporate services, legal, accounting, or professional services environment is an asset.
• Familiarity with the Malta Business Registry portal and statutory filings is advantageous.

Required skills

• Microsoft Office