Receptionist & Office Manager

GBSB Global Business School is looking for a Receptionist and Office Manager in Malta who will be the first point of contact for our campus, deal with the administrative support for our students, and coordinate front-desk activities, including carrying out office and facility management tasks.

This is a job for a total of 40 hours per week from Monday to Friday and 20 hours in summer months from (July, August, and September).

Excellent knowledge of English is required for this job. Good opportunity for young people looking to work in English-speaking international environment who would like to combine study and work with attractive schedule. Important: EU Nationality or valid work permit in Malta, no change of employer can be processed.

Main responsibilities will include:

• Reception: Attend to visitors, and phone calls, receive / send parcels, keep a record of all the events on Excel


• Process and send international parcels, keep track of all shipments


• Students and lecturers’ documents: make students and lecturers lists, keep all documents updated, file them, prepare attendance sheets, register the students’ attendance on Classlife, file medical justifications


• Classrooms: Keep them neat and tidy, put away the materials after a class, keep the whiteboards clean, turn on the computers when starting and off when the classes are over


• Manage all facility services providers, such as cleaning, printers and small repairs and collect and compare budgets when required


• Be responsible for managing and purchasing office supplies


• Collaborate with other campuses for purchases and suppliers when required


• Keep track of all expenses related to office management


• Ensure the facilities are in a good state all the time, detecting problems on time and solving them promptly, keep track of breakdowns inside the facilities


• Student well-being: Promptly help students to solve all issues they may have about life in Spain, such as accommodation, NIE applications, medical appointments, etc.


• Participate in Orientation Days and familiarize students with campus and life in Spain


• Event responsibilities: carry out administrative duties such as booking restaurants, sports clubs for events, etc., produce spreadsheets (e.g. on the number of attendees expected), help to promote events among the students, gather feedback from students, come up with new and innovative ideas – both for events and event promotion, manage problem-solving and hosting during an event


• Attend events with the students when required


• Collaborate with colleagues in Madrid and Barcelona regarding the organization of all student life events


• Work and assist Events and Communications Lead in organizing events and producing the required marketing materials

An ideal candidate:

• Working experience of 1-2 years as a Receptionist, Administration, or Office Manager


• Excellent communication and customer relation skills, professionalism, punctuality, and ability to resolve problems


• Has a high level of written and spoken English – all students are English-speaking and daily communication in English is required


• Has good communication skills


• Has good IT literacy (Microsoft + other systems), preferably previous experience with LMS/VLE platforms


• Open to work in an international environment


• Responsible and able to work autonomously and independently


• Availability to work from the office in Birkirkara, Malta

GBSB Global Business School Limited - KMP-95408