A well-established Gaming company is searching for an Office Manager / Office Administrator to join their team in Malta. The main duties are to provide professional administrative support to the Office Management, Manager Administration, Site-Management as well as HR functions. 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, so no 2 days will be the same! The ideal candidate will have superb administrative skills, have experience working alongside senior management and be fluent in English (ideally Maltese). If you have the right skills and are looking to join a fun and vibrant company, please apply for this Malta based Office Manage / Office Administrator role
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Greet all guests and visitors to the organization professionally and assist with queries or requests when necessary
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Answer all incoming calls, emails and messages and follow up accordingly on pending matters
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Maintain a polite, concise, prompt and effective communication with internal and external employees & vendors
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Scan documents, printing, copying, and electronic filing as needed/requested
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Book meeting rooms, prepare meeting rooms as required, and escort visitors to meetings
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Assist in the planning of office events, office decorations and summits
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Purchase of Reward & Recognition of gifts and where applicable catering (i.e., birthday gifts/cakes)
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Ensure the office remains clean and safe by coordinating with cleaning staff and arranging necessary maintenance work for furniture and the building
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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
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Ensure the office provides fire extinguishers, first aid kits, and has properly marked emergency exits
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Support efforts to keep the office secure by monitoring access, following security guidelines, and reporting any concerns
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Develop and implement clear policies and detailed processes related to various administrative duties, as required
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Execute any additional administrative duty assigned by the Manager Administration
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Consistently uphold professionalism and confidentiality in all interactions and tasks.
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Assist the Senior Director in the management of his meeting calendar, book meeting as required
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Remind the Senior Director, and his team, of any deadlines
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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.
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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.
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Collaborate with the engagement team and HR on the organization of local events, town halls, offsite activities, team buildings, etc.
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Fill out the local Insurance forms for the Directors as requested, scan and email to HR
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Fill out the expense reimbursement form, scan receipts and create Jira tickets for various expense reimbursements, inform payroll
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Report and log the Senior Directors sick days, vacation days and other types of leave
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Book meeting rooms onsite and offsite as required.
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Purchase office supplies and kitchen supplies
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Ensure the timely and cost-effective acquisition of goods and services necessary for the company’s daily operations
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Manage the procurement process from requisition to ordering to delivery. Ensure purchases are within budgets and are approved
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Responsible to review and negotiate all contractual agreements as well as managing the company’s ongoing supplier relationships
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Establish and maintain good relations with all current and new vendors and business partners, ensuring the company is represented positively through effective relationship management
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Assist with the quarterly purchasing budgets and monitor costs and expenses to ensure adherence
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Monitor the inventory of office supplies, kitchen supplies, and cleaning supplies.
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Book travel following the travel policy and process and ensure travel is booked within budget
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Book flights, accommodation, and transportation as required
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Compile and submit a monthly travel report, including any travel credits
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Assist in organizing the arrival of visitors to the island and to the office.
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Proven high level experience in office administration
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Understanding of corporate administrative functions, policies, and systems
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Familiarity with financial budgeting and project management principles is a plus
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Experience in building clear policies and develop detailed processes, understanding of office management procedures and company policies is a plus
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Proficiency in Microsoft Office (Word, Excel, and PowerPoint) and travel booking systems
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Demonstrated ability to manage multiple tasks efficiently and effectively, with excellent time management skills
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Strong written and verbal communication skills, with exceptional attention to detail and effective follow-through
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Fluency in English is required, and proficiency in Maltese would be a plu
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Proven ability to prioritize tasks, set, and achieve both individual and team goals
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High degree of initiative and commitment to supporting team goals and departmental needs
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Commitment to providing exceptional service to support staff members
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Ability to maintain confidentiality under all circumstances
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Ability to anticipate departmental needs and proactively address them
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Strong decision-making and problem-solving abilities
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Responsible attitude, punctual, and dependable, with a flexible and adaptable approach to tasks
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Ability to follow instructions and respond efficiently to management directions.
Due to the high volume of applications, we receive at GRS Recruitment, only shortlisted candidates will be responded to.