Oversee day-to-day office operations, including scheduling, correspondence, procurement of supplies, and vendor management (cleaning, catering, security, etc.). 

Serve as a point of contact for employees and external partners, handling inquiries professionally. 

Manage calendars, schedule meetings, and coordinate logistics for internal and external events. 

Process invoices, timesheets, leave requests, and billing reports to support accurate record-keeping. 

Ensure compliance with health, safety, and facility regulations. 

Support the full employee lifecycle,  onboarding, and offboarding processes. 

Maintain accurate and confidential personnel records in both paper and electronic formats. 

Assist with updating job descriptions, policies, and staff handbooks. 

Act as liaison with the payroll administrator and support payroll-related queries. 

Prepare HR-related reports, statistics, and compliance documentation as required. 

Support employee engagement initiatives, training coordination, and performance management processes. 

Handle employee queries regarding entitlements, leave, and HR policies with professionalism and confidentiality. 

Excellent communication and interpersonal skills; able to build strong relationships with stakeholders. 

Strong organizational skills with the ability to prioritize and manage multiple tasks. 

High level of confidentiality, tact, and diplomacy in handling sensitive information. 

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); experience with Canva or similar tools is an asset. 

Ability to work independently and collaboratively within a team. 

Strong problem-solving skills and attention to detail. 

A recognized qualification at MQF Level 5 or higher in Business Administration, HR Management, or a related field (Bachelor’s degree preferred). 

At least 2–3 years’ experience in an administrative role, with strong exposure to HR responsibilities. 

Eligibility to work in Malta (valid work permit required for foreign applicants).