Office Coordinator

We are seeking an energetic, proactive, and highly organized Office Coordinator to support the smooth operation of our Malta office and help create an exceptional workplace experience for our employees and visitors. 

This role is ideal for someone who thrives in a fast-paced environment, enjoys managing multiple priorities, and takes ownership of finding solutions before problems arise. The successful candidate will be the go-to person for office operations, travel coordination, and workplace initiatives, ensuring that things run efficiently at all times. 

Beyond administration, we are looking for someone who takes genuine pride in creating a positive workplace environment. The Office Coordinator will act as the custodian of the office, ensuring it remains welcoming, organized and well-maintained while proactively identifying opportunities to improve the office environment.

YOUR CHALLENGE:

Office Operations & Workplace Experience 

• Serve as the primary point of contact for all office-related queries, issues, and communications, ensuring timely and professional resolution.  

• Welcome and assist visitors and guests, maintaining a high standard of professionalism and hospitality.  

• Manage office supplies, inventory, logistics, and general organization of the office.  

• Coordinate with vendors and service providers to ensure smooth day-to-day operations.  

• Coordinate day-to-day office initiatives and benefits, including lunch orders and parking. 

• Ensure that the office environment is clean, organized, and properly maintained. 

• Plan and coordinate office maintenance, repairs, and occasional refurbishments.  

• Maintain a welcoming, organized, and professional office environment, proactively identifying opportunities to enhance the workplace experience.  

• Collect and process invoices related to office and events. 

• Handle incoming and outgoing mail, deliveries, and other office administration activities.  

• Maintain accurate cost records and adhere to budget guidelines as required.  
  

Travel & Meeting Coordination 

• Coordinate travel arrangements for employees, board members, and visitors, including flights, accommodation, and transportation.  

• Ensure compliance with travel policies and support with related documentation.  

• Coordinate logistics for company meetings, leadership off-sites, board meetings, and other key company and office events.  
  

Employee Experience & HR Support 

• Support onboarding activities, including orientation, desk and equipment coordination for both our hub locations, and support with remote onboarding as needed.  

• Assist with employee engagement initiatives, internal events, celebrations and wellbeing activities in both hub locations as well as virtually. 

• Coordinate and support company events from planning through execution, including managing timelines, vendor communications, logistics, budgets, attendee communications and on-site event support  

• Provide administrative support to the HR team as required. 
  

Health & Safety 

• Ensure health and safety procedures remain compliant with local regulations.  

• Conduct regular office checks and maintain relevant health and safety documentation. 
  

TO DO IT, YOU WILL NEED:

• Previous experience in office coordination, administration, workplace experience, hospitality, or a similar role is a must 

• Highly organized and detail-oriented, with the ability to manage multiple priorities in a fast-paced environment.   

• Resourceful and proactive, with a strong sense of accountability and urgency.   

• Excellent communication and interpersonal skills, with the ability to build positive relationships and deliver a high level of service.   

• Adaptable, resilient, and a positive can-do attitude. 

• Professional and discreet, with a genuine passion for creating exceptional workplace experiences and continuously improving the office environment.