Office Administrator

Key Responsibilities

• Front Office Support: Oversee the reception function, welcome visitors in a courteous and professional manner, answer telephone calls, respond to general enquiries and ensure messages reach the appropriate individuals.

• Visitor Administration: Support workplace access procedures by maintaining accurate visitor records and carrying out the necessary front-desk checks.

• Payroll Preparation: Compile employee attendance and working-time information, including additional hours and relevant adjustments, to support the preparation of payroll.

• Attendance Records: Review employee timekeeping data for completeness, follow up with supervisors and departmental leads regarding missing or unclear entries, and make the necessary updates to the relevant system.

• Office Supplies: Keep track of workplace consumables, identify replenishment requirements, communicate with suppliers, discuss pricing where appropriate and arrange purchases.

• Facilities Coordination: Arrange for office maintenance and repair requirements to be addressed, liaising with the appropriate service providers when necessary.

• Mail and Deliveries: Organise outgoing correspondence and items for dispatch, including business documentation, payments and courier consignments, ensuring they are correctly prepared and recorded.

• Company Events: Assist the HR Manager with the coordination and practical arrangements required for internal events and employee activities.

• Finance Administration: Provide administrative assistance to the Accounts team, including entering costing information into the Company's management system, maintaining supplier records and supporting routine finance administration.

• HR Administration: Work closely with the HR Manager on documentation, record-keeping and other day-to-day administrative requirements within the HR function.

• General Administration: Provide practical administrative assistance across departments and undertake additional responsibilities that may arise according to the needs of the Business.

Qualifications, Skills and Attributes

• Education: A good standard of education is required, together with the ability to carry out administrative and numerical tasks accurately.

• Experience: Previous exposure to an office environment or a comparable administrative position is preferred.

• Language Skills: Excellent command of English is required to succeed in this role. The ability to communicate in Maltese would be an asset.

• Communication Skills: Clear and professional communication skills are essential when dealing with employees, visitors, suppliers and external contacts.

• Interpersonal Skills: A welcoming and confident manner is important, particularly as the role involves regular interaction with visitors and employees throughout the Business.

• Professional Presentation: The successful candidate should present themselves professionally and be comfortable taking an active role in greeting and assisting people arriving at the office.

• Technical Skills: Good general computer literacy is required, together with the ability to work with attendance records, administrative systems and basic financial information.

• Organisation: Strong planning and prioritisation skills are needed to manage several administrative responsibilities while maintaining accurate records and meeting deadlines.

• Self-Motivated: A proactive and dependable approach is important, with the willingness to take ownership of routine tasks and assist colleagues when required.

• Problem-Solving: The ability to identify missing information, follow up with the relevant individuals and resolve everyday administrative matters efficiently is essential.

What's on Offer

• Compensation: A competitive salary package reflecting the successful candidate's experience and suitability for the position.

• Working Hours: Monday to Friday, from 8:00 am to 4:00 pm.

• Health Insurance: Health insurance cover is provided as part of the employee benefits package.

• Career Development: Opportunities to broaden your administrative experience and develop professionally within an established organisation.