Our Client is seeking a dedicated and organized Office Administrator to join their team in Malta. This is an excellent opportunity for a proactive individual to play a crucial role in supporting the smooth operation of their Malta office. Reporting directly to the HR Manager you will be responsible for a variety of administrative tasks, ensuring efficient front office operations and providing essential support to all departments.
Responsibilities:
Act as the primary point of contact for the organization, handling general office communications and enquiries.
Provide Personal Assistant support to the Board of Directors, including managing calendars, appointments, and maintaining an events schedule.
Prepare, compile, and manage documentation requiring directors’ signatures, ensuring timely return to senders and proper filing.
Welcome visitors and handle requests in a professional and courteous manner.
Schedule meetings, manage meeting room bookings, and ensure meeting rooms are prepared in advance.
Arrange business travel, including flights, accommodation, and transportation for employees and visitors.
Prepare and process expense reports.
Manage petty cash and company credit cards.
Coordinate and process invoices when applicable
Perform duties as the Health & Safety representative.
Handle GDPR-related tasks, ensuring document storage and archiving comply with regulatory requirements.
Organize and assist with team events, office activities, and visitor trips.
Oversee insurance contracts, renewals, and negotiations.
Order stationery and office equipment and maintain office supply inventory.
Assist with audits when required.
Carry out any other duties related to the role as assigned from time to time.
Requirements
Excellent written and spoken English and Maltese.
Strong proficiency in MS Office, particularly Excel.
Highly organized with exceptional attention to detail.
Self-motivated, proactive, and able to multitask effectively.
Able to work independently, take initiative, and meet strict deadlines.
Previous experience in a similar role will be considered an asset.
Benefits
Free lunch provided at the office three times per week.
Premium health insurance plan and wellness package following successful completion of probation.
Administrative Jobs & Clerical Jobs in Malta both aim to provide clerical and administrative support to businesses. Jobs in administration and clerical roles include admin, accounts administration, clerk, customer support, front office, office support, personal assistant and secretary roles.
