Front Desk Administrator / Receptionist

About the Company

Elit’Avia is a worldwide business aviation services provider known for delivering customised support with a strong focus on safety, confidentiality, and high operational standards. The team values attentive service, accuracy, and memorable client experiences.

Role Summary

Elit’Avia is looking for a Front Desk Administrator / Receptionist to serve as the welcoming presence at its Malta office. This person should be polished, well-organised, and dedicated to delivering excellent service while keeping front-office activity running smoothly and supporting daily administrative and client-facing tasks.

Front Desk and Visitor Handling

• Receive visitors and colleagues in a courteous, professional manner and help create a positive first impression.
• Keep the reception space tidy, orderly, and presentable at all times.
• Answer calls and emails, respond to enquiries, and route messages to the correct person or department.
• Help prepare and send office correspondence such as letters, memos, and meeting notices.

Customer Service and Issue Support

• Offer timely, polite assistance to guests, clients, and employees.
• Handle straightforward questions directly and pass more complex matters to the Front Office Manager.
• Support the resolution of minor concerns or complaints in an efficient way.

Administrative and Office Support

• Keep records up to date, including visitor registers, office supply stock, and staff schedules.
• Prepare reports on a daily, weekly, or monthly basis when requested by management.
• Arrange meetings by booking rooms and organising required documents or materials.
• Manage incoming and outgoing mail, as well as courier deliveries and dispatches.

Support for Staff and Onboarding

• Assist office employees by ensuring workstations are organised and equipped with the right tools and materials.
• Support the onboarding of new team members by providing documents and general guidance.

Supplies and Inventory

• Track office supply usage and request replenishment when stock runs low.
• Maintain the supply room so items are easy to access and inventory can be monitored effectively.

Policy, Access, and Security

• Help ensure visitors and staff follow company policies and reception procedures.
• Assist with security processes such as issuing visitor badges and controlling access to restricted areas.

Events, HR, and Records

• Support the planning of internal and external events by helping with logistics and coordination.
• Prepare materials and liaise with vendors for event-related administrative needs.
• Assist HR with drafting letters, creating crew ID cards, managing onboarding and offboarding, and supporting other HR activities.
• Maintain both electronic and paper filing systems so information remains organised and compliant.
• Enter data accurately into company systems and produce reports as needed.

Office Maintenance and Workplace Upkeep

• Report maintenance or technical issues to the relevant team or service provider.
• Help organise repairs or improvements so the workplace remains functional and comfortable.
• Take initiative to keep the premises in consistently good condition without needing reminders.

Candidate Profile

The ideal candidate will bring strong interpersonal and communication skills, excellent organisation and multitasking ability, and a professional, customer-oriented attitude. Comfort using Microsoft Office and general office systems is important, along with the ability to work both independently and collaboratively. Prior experience in a similar position is an advantage.

Additional Information

This is a fully on-site role based in Malta, Ohio. Applicants were instructed to send their CV to careers@elitavia.com with the subject line “Front Office Administrator.” Only shortlisted candidates will be contacted for the interview stage.