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The Role

We are seeking a highly organised and proactive Office & HR Administrator to provide general administrative support, ensure effective coverage of the reception area, and assist the HR Department with day-to-day administrative tasks.

This role plays a key part in maintaining the smooth running of the office by delivering professional front-of-house support, handling general administrative duties, and assisting with HR administration. The ideal candidate is organised, approachable, and detail-oriented, with strong communication skills and the ability to manage multiple tasks in a fast-paced environment.

This position also presents an excellent opportunity for candidates interested in developing a career in Human Resources. The successful candidate will gain valuable hands-on exposure to a broad range of HR activities and processes, while receiving guidance and mentorship from experienced HR professionals to support their professional growth and development.

Key Responsibilities

As an Office & HR Administrator, your daily activities will include:

Office Administration

• Serve as the first point of contact for visitors, clients, and employees, ensuring a warm and professional reception.
• Answer and direct phone calls, emails, and inquiries in a timely and courteous manner.
• Manage office correspondence, including mail, deliveries, and packages. 
• Ensure meeting rooms are set up and equipped for scheduled meetings.
• Coordinate and provide refreshments for clients and guests.
• Monitor office supplies inventory and place orders for replenishment as needed.
• Coordinate office maintenance, repairs, and liaise with vendors and service providers.
• Manage cleaning staff and their schedules to ensure the office remains clean and well-maintained.
• Support the coordination of Board meetings, management meetings, and other internal events, including scheduling, room bookings, catering, and logistics.
• Organise lunch reservations, catering arrangements, and hospitality requirements for meetings, events, and corporate functions.
• Assist with facilities management, including access control and security procedures.
• Implement and maintain office policies and procedures to enhance efficiency.
• Ensure a clean, safe, and well-maintained office environment.

HR Administration

• Provide administrative support to the HR function across recruitment, onboarding, training, and employee record management.
• Support recruitment activities by posting vacancies and scheduling interviews.
• Assist with onboarding and offboarding processes, including issuing onboarding documentation, preparing new starter files, and supporting exit administration.
• Create and maintain employee personnel files, ensuring all documentation is accurately filed, scanned, and uploaded to the relevant systems.
• Support pre-employment checks and due diligence activities, ensuring all required documentation is collected and recorded.
• Coordinate the ordering of employee name tags, business cards, and other onboarding materials.
• Assist with maintaining accurate employee records and ensuring HR databases and filing systems are up to date.
• Coordinate employee training bookings and maintain training records and logs.
• Provide administrative support for employee engagement initiatives, company events, and wellbeing activities.
• Support the HR team with general administrative duties and ad hoc tasks as required.

This position is offered only on-site. The selected candidate will be required to work from the office from Monday to Friday, from 8:00 AM to 4:30 PM, with a 30-minute break.

Skills and Capabilities Required

• A minimum of one year of previous experience in office administration is required. 
• Exposure to HR administration, recruitment coordination, or employee lifecycle processes will be considered an asset.
• Excellent written and verbal communication skills in English and Maltese.
• Be proactive in your approach and able to work with minimum supervision.
• Have strong problem-solving skills and a sound IT aptitude.
• Able to handle confidential information with discretion. 

Benefits

This opportunity comes with attractive remuneration, and wellbeing incentives as well as offers prospects for personal development. 

Our employees’ health and wellbeing are important to us. To support this, we offer private health insurance, as well as life and personal accident insurance. In addition, we offer an interest subsidy on home loans or a rental subsidy, and free parking. 

We recognise our employees’ potential and invest in their growth by providing training and development opportunities both internally and externally. Moreover, our employees can benefit from remote working arrangements.

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