Office Administration Manager

A well-established Group of Companies is searching for an Office Administration Manager to oversee all aspects of office operations by ensuring the smooth and efficient running of the day-to-day office operations, including administrative systems, processes and services:

Key responsibilities:

• Office Operations: Oversee all administrative systems, processes, and services.
• Supplies & Facilities: Order stationery and office supplies, manage inventory and maintenance, and coordinate with property managers or landlords.
• Director Support: Assist Directors with daily tasks, meetings, and special projects.
• Insurance & Contracts: Manage office insurance policies, vendor relationships, and service contracts.
• Team Supervision: Oversee reception, admin, cleaning, and maintenance staff, ensuring productivity and clear objectives.
• Work Environment: Ensure the office is clean, safe, and welcoming for staff and visitors.
• Events & Travel: Organize staff training, conferences, and travel arrangements.
• Policies & Procedures: Implement and enforce office policies related to conduct, safety, and security.
• HR & Marketing Support: Assist with event planning, promotional materials, and training coordination.
• IT Admin: Handle IT purchases, device setup, boardroom tech, domain renewals, and coordinate with IT support.
• Onboarding & Offboarding: Manage office and IT setup for new joiners and leavers.
• Security: Be the main contact for alarms and CCTV.
• Health & Safety: Ensure compliance across all premises with regular checks, training, and drills.
• Culture: Promote a collaborative and supportive workplace culture.

Requirements

• Candidates must already be working in Malta
• Excellent written and verbal communication skills in English
• Proficient user of Microsoft Office Word, Excel, PowerPoint and Outlook
• Interpersonal skills, with the ability to liaise effectively with directors, vendors, and team members
• Solid understanding of facilities management, health & safety compliance, and office security protocols
• Strong organisational and multitasking skills
• Impeccable personal presentation
• Strong attention to detail and able to think outside the box

Education and Experience

• Minimum 3 years of experience in office management, administration, or a similar role is a must

Benefits

• Performance bonus
• Birthday leave
• Longer weekends - on Fridays the office closes at 2pm!
• Free parking
• Health Insurance
• Corporate Benefits - Discounts & Offers across the island
• Free Mental Health Workshops & One-to-One Sessions
• Study leave/sponsorships