On behalf of our client, an international cyber intelligence R&D organisation, the Group provides advanced solutions to select global clients, operating under strict ethical and regulatory standards, GRS Recruitment are seeking an Operations Executive. The ideal candidate will ensure the smooth daily operation of the Malta office, providing administrative, financial, HR, and organisational support to the team and the CEO. This role combines hands-on office coordination with people support and requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a dynamic environment. If you feel you have the necessary skills, please apply today for this Malta based role.
MAIN DUTIES AND RESPONSIBITLIES
- Maintain and organize company records and documentation (Legal, HR, Finance, etc.).
- Manage the day-to-day accounting processes resulting from the organisation's activities (invoicing, expenses, currency conversions, cashflows, etc.) in collaboration with the members of the executive team.
- Work closely with the external legal and accounting firms, ensuring timely submission of invoices, reports, and other required documentation.
- Insert financial data (invoices, expenses) into both Excel spreadsheets as well as a fully fledged Enterprise Resource Planning (ERP) system.
- Check invoices and agreements (amount and company details, payment terms, etc.) are correct before handing to manager for sign-off.
- Serve as a point of contact for our customers, reviewing, coordinating, and preparing contract payments, retainers, invoices, and related matters.
- Support the CEO with administrative and operational tasks as required.
- Work closely with the company’s subsidiaries in other countries to align on administrative and financial processes
- Participate in operational planning and help prepare reports or materials for management reviews.
- Oversee office administration processes, ensuring efficient internal workflows as well as contributing to improving those processes whenever possible.
- Coordinate the onboarding process for new employees.
- Maintain employee records, including tracking leave, sick days, and other data (within the ERP system).
- Support staff with day-to-day needs and requests.
- Assist in relocation process for employees, including visa/work permit coordination and private insurance.
- Organise company events and team-building activities.
- Manage travel arrangements and bookings for staff and management.
- Manage office supplies, stationery, and snacks.
- Act as the main point of contact for office vendors and service providers.
CANDIDATE PROFILE
- At least 3 years of previous experience in financial administration (preferred), administration, or HR support.
- Candidates with hands-on experience with ERP systems (such as Sage Intacct, Xero, or Odoo) will be given preference.
- Strong organisational and multitasking skills.
- Excellent communication skills in English (Maltese is a plus).
- Proactive, reliable, and able to work independently.
- Competency with MS Office and general digital tools.
Due to the high volume of applications, we receive at GRS Recruitment, only shortlisted candidates will be responded to.