Office & Vessel Administrator (Part Time)

A client of ours operating within the Maritime industry, is searching for an Office & Vessel Administrator to join their tight-knit team. The chosen candidate will be primarily responsible for administration tasks related to Office & Vessels. This position requires close cooperation with the relevant local and international departments and functions, and with Transport Malta. Reporting to the GM, responsibilities will be to:

Office Administration

• Oversee office maintenance, cleaning, supplies, and service contracts
• Manage procurement and inventory (stationery, electronics, kitchen, etc.)
• Organize daily lunches and handle courier bookings
• Coordinate IT support, mobile contracts, internet, and storage systems
• Assist with budgeting and board meeting logistics (travel, accommodation)
• Organize Christmas donations/hampers and collect office mail

HR Administration

• Maintain attendance records and handle sick/leave documentation
• Support employee onboarding/termination per local regulations
• Manage wellbeing programs (health insurance, mental health services)
• Organize training (First Aid, Fire Warden, Ergonomics, AED, etc.)
• Plan team-building events and promote a positive work environment
• Ensure H&S compliance (risk assessments, drills, emergency protocols, etc.)
• Liaise with legal/regulatory bodies as needed
• Maintain HR policies, handbooks, and templates

Vessel Administration

• Manage certification schedules and renewals for Malta-flagged vessels
• Handle vessel-related correspondence and registry transcripts

IT Administration

• Coordinate IT support and setup for new employees

The role is based on a 4-day work week (Monday to Thursday), with flexible working hours averaging 5 hours per day, during office hours. These are adjusted according to workload, and a Time-Off-in-Lieu system in place. The gross annual base advertised in this listing is pro-rata, based on a 20 hour work week.

Requirements

• Candidates must be living & working in Malta already
• Excellent command in both Maltese AND English
• Good knowledge of MS tools
• Ability to work on own initiative and in a team environment
•  Ability to manage varied work and adhere to deadlines
• Flexible and adaptable to constant change

Education and Experience

• O Level Standard of Education, as a minimum
• Minimum of 3 years experience in administration or office management is a must

Benefits

• 4 day work week (Monday - Thursday)
• Flexi-time
• Health Insurance
• Mobvile subscription
• Voluntary occupational pension plan @5% of the gross salary
• Parking tokens
• Daily lunch paid by the Company capped at EUR10.00/day

Job Reference: VX412