We are looking for an Office & People Coordinator to serve as the heart of our office operations and company culture. In this position, you will split your time between ensuring smooth day-to-day office management and supporting our team members. You will be the primary go-to person for the team—the essential glue that keeps the workspace organised, efficient, and a welcoming place to work.
Key Responsibilities
Office Management & Administration
- Daily Operations: Oversee day-to-day office functions, including managing suppliers, facilities, IT equipment, access passes, and vendor contacts.
- Administrative Support: Assist team members and leadership with administrative duties, including KYC (Know Your Customer) and Due Diligence (DD) documentation.
- Onboarding & Offboarding: Coordinate setup for new hires and exiting staff, including desk arrangements, IT equipment, account provisioning, and welcome packs.
- Record Keeping: Maintain company records, contracts, and shared electronic files in an organized structure.
- Stakeholder Point of Contact: Act as the main liaison for visitors, building landlords, and external service providers.
- Office Errands: Handle occasional external errands related to office supplies, staff needs, or facilities maintenance.
Mood & Culture Coordination:
- Event Planning: Organize team events, milestone celebrations, team lunches, and occasional offsite gatherings.
- Employee Engagement: Ensure seamless integration for new joiners, making them feel welcome and supported from day one.
- Workspace Atmosphere: Foster a positive work environment through thoughtful touches, team rituals, and supportive cultural initiatives.
- Feedback & Continuous Improvement: Gather employee feedback regarding the office environment and suggest actionable improvements.
Requirements & Qualifications
- Experience: Previous experience as an Office Manager, Office Coordinator, Administrative Assistant, or similar role.
- Organizational Skills: Exceptionally organised, proactive, and adept at multitasking in a dynamic environment.
- Interpersonal Skills: Warm, approachable, and social personality with strong interpersonal abilities.
- Language Skills: Fluent in spoken and written English (knowledge of additional languages is considered an asset).
- Technical Skills: Proficient with Google Workspace, Slack, and standard office software.
- Location: Must be based in Malta and available to work full-time on-site.
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.
