On-Site Office Administrator

The Office Administrator’s main responsibility is to provide professional administrative support to the Office Management, Manager Administration, Site-Management as well as HR. The demands of this role require the candidate to have an intimate understanding of the department administrative related tasks and responsibilities. The role includes the coverage of the front desk, central purchasing, cleaning, health & safety, general maintenance, planning of events and summits, travel bookings, and other administrative tasks as assigned from time to time.

Responsibilities:

Administration - Carry out administrative duties to include but not limited to:

• Greet all guests and visitors to the organization professionally and assist with queries or requests when necessary

• Answer all incoming calls, emails and messages and follow up accordingly on pending matters

• Maintain a polite, concise, prompt and effective communication with internal and external employees & vendors

• Scan documents, printing, copying, and electronic filing as needed/requested

• Book meeting rooms, prepare meeting rooms as required, and escort visitors to meetings

• Assist in the planning of office events, office decorations and summits

• Purchase of Reward & Recognition of gifts and where applicable catering (i.e., birthday gifts/cakes)

• Ensure the office remains clean and safe by coordinating with cleaning staff and arranging necessary maintenance work for furniture and the building

• Ensure Health & Safety processes are in place, accessible to all staff to read, ensure Health & Safety training is carried out on a regular basis to cover: fire, flood, earthquake, evacuation, first aid

• Ensure the office provides fire extinguishers, first aid kits, and has properly marked emergency exits

• Support efforts to keep the office secure by monitoring access, following security guidelines, and reporting any concerns

• Develop and implement clear policies and detailed processes related to various administrative duties, as required

• Execute any additional administrative duty assigned by the Manager Administration

• Consistently uphold professionalism and confidentiality in all interactions and tasks.

Senior Director Assistance:

• Assist the Senior Director in the management of his meeting calendar, book meeting as required

• Remind the Senior Director, and his team, of any deadlines

• Book travel for the Senior Director, create the TRV ticket, ensure flight, hotel, transportation, etc. has been booked, share the itinerary, inform the visiting entity of their arrival and liaise on working space, meeting rooms, equipment requirements, etc.

• Assist in the organization of team summits, liaise the travel bookings, the setup of meeting rooms, provide office supplies, book restaurants or team building events as requested, etc.

• Collaborate with the engagement team and HR on the organization of local events, town halls, offsite activities, team buildings, etc.

• Fill out the local Insurance forms for the Directors as requested, scan and email to HR

• Fill out the expense reimbursement form, scan receipts and create Jira tickets for various expense reimbursements, inform payroll

• Report and log the Senior Directors sick days, vacation days and other types of leave

• Book meeting rooms onsite and offsite as required.

Purchasing & Vendor Relationship:

• Purchase office supplies and kitchen supplies 

• Ensure the timely and cost-effective acquisition of goods and services necessary for the company’s daily operations 

• Manage the procurement process from requisition to ordering to delivery. Ensure purchases are within budgets and are approved 

• Responsible to review and negotiate all contractual agreements as well as managing the company’s ongoing supplier relationships 

• Establish and maintain good relations with all current and new vendors and business partners, ensuring the company is represented positively through effective relationship management

• Assist with the quarterly purchasing budgets and monitor costs and expenses to ensure adherence 

• Monitor the inventory of office supplies, kitchen supplies, and cleaning supplies.

Travel:

• Book travel following the travel policy and process and ensure travel is booked within budget

• Book flights, accommodation, and transportation as required

• Compile and submit a monthly travel report, including any travel credits

• Assist in organizing the arrival of visitors to the island and to the office.

Behaviours:

• Service Excellence “We are all in Customer Service” - Must be the best at what they do and go the extra mile, needs to be flexible, customer focused, and feel the need to constantly improve, provide top quality service

• Difference “Embracing Diversity” - Respectful and open to different cultures and opinions, have an eye for all stakeholders. "Think Global, Act Local"

• Agility: “Adapt quickly” - Momentum remains imperative as we progress swiftly. However, we must be cautious not to conflate urgency with crisis; maintaining steady and careful movement even whilst accelerating our pace wherever viable

• Risk “Fearless face forward together” Turn the right risks into results by being international in all our efforts while protecting our business and our people at all times

• Solutions “Solve real problems” aim to address genuine issues. We are a self-driven, results-focused team working diligently on impactful solutions in our determined pursuit of excellence

• Accountability “Act like an owner” - Ability to keep their word, deliver results, be committed to their responsibilities, have strong willpower and act as if the business was their own

• Teamwork - Must have a Team spirit and be able to work within a Team and empower one another, no personal agenda. We're all in the same boat working to achieve one common goal "We are One"

• Honesty - Must be an open communicator, sincere, trustworthy and transparent. Always ethical and behave and act in the best interest of the company and other employees.

Requirements:

• Proven high level experience in office administration

• Understanding of corporate administrative functions, policies, and systems 

• Familiarity with financial budgeting and project management principles is a plus

• Experience in building clear policies and develop detailed processes, understanding of office management procedures and company policies is a plus

• Proficiency in Microsoft Office (Word, Excel, and PowerPoint) and travel booking systems

• Demonstrated ability to manage multiple tasks efficiently and effectively, with excellent time management skills

• Strong written and verbal communication skills, with exceptional attention to detail and effective follow-through

• Fluency in English is required, and proficiency in Maltese would be a plus

• Proven ability to prioritize tasks, set, and achieve both individual and team goals

• High degree of initiative and commitment to supporting team goals and departmental needs

• Commitment to providing exceptional service to support staff members

• Ability to maintain confidentiality under all circumstances

• Ability to anticipate departmental needs and proactively address them

• Strong decision-making and problem-solving abilities

• Responsible attitude, punctual, and dependable, with a flexible and adaptable approach to tasks

• Ability to follow instructions and respond efficiently to management directions.

Ways of Working:

• Monday to Friday 8am to 5pm, including 60min lunch/break (may be subject to change in line with business requirements)
• Excluding Public Holidays and Weekends
• Directly reporting to Site Manager
• Sub-reporting to Manager Administration
• Role 100% onsite
• This role may require occasional on-call availability in ad-hoc situations based on business needs
• Salary - Starting at 29K (dependent on experience).