Our client, a well-established provider of business and commercial services in Malta, is looking to hire an Office Administration Manager to join their team.
Responsibilities:
- Oversee and ensure the smooth day-to-day operation of office administration, systems, processes, and services
- Manage office supplies and inventories, including ordering, expense tracking, and supplier coordination
- Liaise with property owners and facilities management companies to ensure premises are maintained to a high standard
- Support the Directors with administrative matters, including board meeting coordination and resident contributions
- Administer insurance policies related to office premises
- Manage relationships with service providers and vendors, including contract negotiations and service monitoring
- Supervise and allocate tasks to the reception, administration, cleaning, and maintenance team
- Maintain a clean, safe, and welcoming work environment for staff and visitors
- Organise bookings for local training and conferences, and coordinate travel for international events
- Implement office policies and procedures, including safety, security, and employee conduct standards
- Schedule cleaning activities and safety inspections
- Provide administrative support to the HR and Marketing departments during events and training
- Handle IT-related admin tasks, including domain renewals, device procurement, and boardroom setups
- Manage office setup and IT for new joiners and leavers
- Act as the main contact for alarm and CCTV systems
- Oversee health and safety compliance for all office premises, including drills, checks, and training
- Foster a collaborative office culture that supports team development and engagement
Requirements:
- Minimum of 3 years' experience in office management, administration, or a similar role
- Excellent communication skills in written and spoken English
- Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook)
- Strong interpersonal skills with the ability to liaise effectively with directors, vendors, and internal teams
- Solid understanding of facilities management, health & safety standards, and office security protocols
- Exceptional organisational and multitasking skills
- High attention to detail and a proactive, solution-oriented approach
- Impeccable personal presentation
Benefits:
- Competitive salary with performance bonus
- Early finish on Fridays (office closes at 2 PM)
- Birthday leave and family-friendly culture
- Health insurance and free parking
- Regular team building and company events
- Corporate discounts and wellness support (including mental health sessions)
- Study leave and professional sponsorship opportunities
- On-the-job training and mentorship from industry professionals