Administration Coordinator - Administrative & Clerical jobs in Malta - April 2019
Corinthia Palace Hotel & Spa

Administration Coordinator

17,000-19,000 Per Year

Central Malta

Posted date 12/04/2019 |
Closing date 12/05/2019
Full Time Experienced
Corinthia Palace Hotel & Spa Malta is looking to recruit an Administrator Coordinator to join their team on a full-time basis. The role provides support to the General Manager and the HR Manager in all aspects of their role in overseeing the management and areas of operation of the hotel.

  • Provides PA and administration support including proactive diary management, organising and minuting meeting, travel arrangements, drafting and preparing correspondence and communications, maintaining a filing and trace file system, producing presentations and collating reports;
  • VIP and guest liaison on behalf of the GM;
  • Administer all licencing requirements for the hotel;
  • Manages and monitors all charitable requests that come into the GM’s office;
  • Ensures special requests and reservations via the GM’s Office are handled appropriately;
  • Coordinate and conduct applicant reference checks;
  • Create and maintain new recruits personal files;
  • Ensure accurate maintenance of all employee records and files;
  • Inform the HR Manager of issues related to employee relations within the property;
  • Create and maintain the Human Resources information system;
  • Prepare and type reports, statistics and other correspondence under the direction of the HR Manager;
  • Create, update, organise, secure, maintain all payroll records and files, in accordance with policies and procedures;
  • Assist in handling inquiries and provide information to employees and managers/supervisors on payroll matters, tax issues, benefit plans, and collective bargaining agreement provisions;
  • Handle sensitive issues with employees with tact, respect, diplomacy, and confidentiality;
  • Ensure all leave applications are processed accurately;
  • Assisting in manpower management, rostering and timesheet management;
  • Update lists of Corinthia plus card and Bupa health scheme;
  • Issue birthday vouchers on a monthly basis as per procedure;
  • General administration duties.

  • Provide information to employees on payroll matters, benefit plans and collective agreement provisions in the case of union representation;
  • Receives relevant documents, such as, rosters and checking of attendance sheets and punch cards, on a weekly basis;
  • Verifies records provided from the time recording device and attendance sheets;
  • Liaises with HOD for any discrepancies found and corrects errors to ensure the accuracy of payroll;
  • Advices the respective HR Manager in the case of recurring discrepancies which might lead to payroll errors and financial loss;
  • Maintains records of employees’ attendance, vacation/sick/maternity/injury leave and overtime;
  • Records data pertaining to new recruits, terminated employees as well as the transfer of employees between departments and subsidiaries;
  • Maintains a vacation leave, special leave and sick leave database;
  • Compiles payroll data and presents to the HR Manager for authorisation and then forwards to Finance for final vetting and payment;
  • Assists in the final payroll run to ensure full reconciliation with the Finance department;
  • Reconciles payroll totals and deductions;
  • Compiles monthly statistical reports per department;
  • Keeps abreast with changes in the employment law in relation to the payroll function;
  • Retains an up to date system on the manning structure within the hotel operations.
  • Manages CHI Hotels payroll administration programme including all the policies and Procedures of the programme;

  • Demonstrate management of a high number of employees on payroll, with knowledge of associated controls and procedures;
  • Experience with a payroll system (preferably Shireburn) is required;
  • Excellent spreadsheet and word processing skills (Microsoft Office);
  • Communicate clearly and concisely;
  • Analytical and have the drive to initiate new ideas or plans;
  • Strong and confident personality coupled with the ability to work as part of a team;
  • Extensive knowledge of payroll processes and practices;
  • An organised and methodical approach;
  • A high level of accuracy and attention to detail;
  • Very good to excellent ability to interpret and report financial information;
Good time management for meeting strict deadlines.


Corinthia is a collection of hotels founded by the Pisani family of Malta in 1962. We are a family-inspired business, whose timeless family values underpin the Spirit of Corinthia. We like to treat and look after guests as if we were welcoming them back home. We also support and positively encourage one another so that our hotel teams around the world enjoy their work in an inspired yet warmly-spirited fashion. As a hotel business, we focus on giving honest, discreet service. We see ourselves as leading craftsmen in the world of hospitality, valuing authenticity, passion, precision and understanding in all we do. Each of the hotels and resorts we have created, in some of the most exciting places in the world, is a tribute to local architecture and cultural traditions. As the founding property of Corinthia Hotels, Corinthia Palace Hotel & Spa is packed with elegance and luxury and is located near San Anton gardens.

Kindly submit your application directly to us using the 'Apply Now' button. Immediate start is available for the right candidate.


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