Office / HR Generalist

Job Description
LibroLogic in Malta is looking to recruit an Office/HR Generalist to join their team on a full-time basis. The Office/HR Generalist is a blended role responsible for corporate support which includes taking care of seven sectors including Office Management, HR, Security, Purchasing, Payroll, Travel as well as Events.

The points are the following:

• This is a 1-year definite contract role (fixed-term contract);
• Start date – 10th May 2021;
• Salary – 28K + (depending on experience);
• Fluency in Maltese and English is a must.

Responsibilities include but are not limited to the following:

• Manage office operations and procedures;
• Oversee the daily operation of the office including the direct supervision of the Office Administrator/Receptionist and Office Cleaners;
• Maintain a safe and secure working environment;
• Cover for Front Office when Front Office Coordinator is away from the reception desk or on vacation;
• Order office and kitchen supplies such as stationery, fruit, water amongst other items;
• Ensure office maintenance and liaise with Spinola Park or outsource as necessary;
• Manage office cleaning services and deep cleaning as required;
• Maintain Health and Safety Records and equipment;
• Manage annual Office Risk Assessments and PAT (electric equipment) Testing;
• Assist with office layout planning and office moves, and with managing and maintaining IT infrastructure and coordinate with IT department on all office equipment;
• Manage office expenditure and budgets;
• Act as local Procurement Officer and as the primary point of contact between suppliers and the business;
• Manage relationships with vendors, service providers, and landlords, ensuring that all items are invoiced and paid on time by the Finance Department
• Maintain good supplier relations and negotiating contracts;
• Maintain and update supplier information on Vendor Tickets on Jira;
• Process invoices on procurement and accounting systems such as Jira and Dynamics;
• Liaise with vendors, landlords, and the legal department for renewing contracts;
• Assist the Finance Department with chasing invoices and approving bills for payment;
• Manage payroll, maintain and update payroll records to ensure that the payroll provider is aware of changes/updates when appropriate and salaries are correct and paid on time;
• Address employee queries about payroll-related issues;
• Assist onboarding process for new employees joining the company; such as sending welcome emails, preparing new employee files and documents, welcome packs, access cards, gift packs, etc;
• Assist with Offboarding;
• Liaise on salary adjustments affecting payroll; COLA, Corporate COLA, internal movements, performance, comp, transfers etc;
• Assist HR with creating new policies on WIKI;
• Assist HR with audits;
• Download and check employees weekly rosters, track overtime, public holidays, unpaid, etc., and liaise with WFM/Management where necessary;
• Daily Absence Tracking (sick leave, vacation, benefits and enter onto JIRA, Excel HR database);
• Liaise with HR to ensure the service continues to meet the needs of the organisation as a whole;
• Proactive and committed Self-development seminars to keep up to date with the latest regulations;
• Manage the corporate apartment(s) including scheduling cleaning services, purchasing of household items, checking the post and assisting with any maintenance issues that might arise;
• Manage internal travel arrangements for relocations, new employees from abroad or visitors such as flights, accommodation, taxis, and authorisation letters while ensuring the company’s travel policy is applied;
• Organise ad hoc events; welcome lunches, breakfasts, laser tag, online events such as pub quizzes as requested;
• Assist with purchasing of gifts for competitions, birthdays, international dates, Spa vouchers, and other rewards and recognition gifts;
• Maintain office security as per company policies; create and update employee and visitor access cards, maintenance of security alarms, card readers, and security cameras;
• Organise Employer Branding; assisting with marketing, creation of branded items for welcome packs or for special events such as banners, videos, etc;
• Assist with new projects such as the expansion of the office or corporate apartment(s), sourcing new properties, and negotiating contract prices and terms;
• Decorate the office for certain events such as Christmas, Super Bowl, Kentucky Derby, etc;
• Organise company events such as summer parties, anniversary parties, and Christmas parties;
• Act as a Fire Marshall and First Aider as applicable.

Company Benefits:

• Currently, our employee benefits comprise of the following - subject to change and where applicable practiced in line with Covid protocols;
• Great location at Spinola Bay with multiple amenities (Food Court*, Coffee Bar*, Bakery*, Stationary, Supermarket, etc);
• Competitive compensation;
• Local + Global Recognition Schemes with awards and prizes;
• Discount card with on-site food court Carob Tree;
• Private Health Insurance with preventative care (eye+dental) after 3 months of service;
• Fruit basket**;
• Tea biscuits**;
• Thirsty Thursdays**;
• Corporate Gym Membership rate with Cynergi;
• On-site Spinola Park Gym https://www.instagram.com/theline_malta/ (awaiting opening);
• Training and other Events to support career management;
• Celebrations (Super Bowl, Women’s Day, etc.)**;
• Employee Gifts (i.e. Birthday present, Christmas Hamper);
• Childcare Centre http://www.lecolemalta.com/;
• Suggestion Box;
• Library;
• Company sponsored car parking (temporarily only available for staff coming to the office);
• Bitcoin Programme;
• Team Building Events***.

*Malta Restaurants can only offer take-away at this time, no sit-in allowed until April ’21.
**Covid protocols in place
***Team building is currently suspended.