Office Manager

We are looking for an organised, hands-on Office Manager to take ownership of the day-to-day running and employee experience of our Malta office. The office spans three floors, with around 100 workstations supporting approximately 200 employees in a hybrid working environment. This role is suited to someone who takes initiative, works independently and enjoys finding practical ways to improve the workplace. You will manage office operations and supplier relationships, coordinate with the property owner on maintenance and other building matters, and support engagement across the Malta team.

Responsibilities

Oversee the day-to-day operation of the office across all three floors; Keep work areas, meeting rooms and shared spaces organised, presentable and ready for use; Manage relationships with office suppliers and service providers, including cleaning, maintenance and other facilities services; Coordinate repairs and maintenance works with the property owner, building management and relevant contractors; Support the administration of the office rental agreement; Manage office supplies, service requests and related costs; Monitor how office space is used in a hybrid environment and recommend practical improvements; Respond to office issues and requests, taking ownership through to resolution; Coordinate mobile phone orders, replacements and agreement renewals in line with the company's device policy; Receive and manage incoming and outgoing post and distribute it to the relevant employees or teams; Review the office layout and use of space periodically; Provide administrative support to Senior Management when required; Coordinate logistics for business travel with management and office managers in other locations; Welcome new joiners, provide an office tour and help them settle in; Arrange access cards and explain how to use the office facilities; Be a first point of contact for employees and visitors with office-related questions; Support office logistics for meetings and visits; Keep office health and safety records and training information up to date; Arrange fire safety, fire-fighting, evacuation and first-aid training; Track training completion and renewal dates; Carry out routine checks of office areas and report hazards or defects; Coordinate the annual health insurance renewal process with the insurer or broker; Update eligibility information for new joiners, leavers and coverage changes; Submit changes within agreed deadlines and check that they have been processed; Respond to employee queries about health insurance or direct them to the insurer or broker; Handle employee information confidentially; Organise regular office activities, including weekly breakfasts and the annual summer and Christmas parties; Manage event planning, suppliers, bookings, communications, registrations and budgets; Support department heads with employee engagement initiatives; Suggest and organise activities that help employees feel connected

Requirements

Experience in office management, facilities, workplace experience, hospitality or a similar role; Strong organisation and follow-through, with the ability to manage several priorities at once; A self-starter who works independently and does not need close day-to-day direction; A practical problem solver who notices what needs attention and takes action; A service-minded and approachable manner when supporting employees, visitors and suppliers; Experience managing suppliers or service providers and coordinating maintenance or facilities work; Confidence maintaining accurate records and handling confidential information; Good written and verbal communication skills in English; Comfortable using everyday office and workplace tools

Benefits

A Truly Global Workplace (collaboration with 40+ nationalities across 25+ countries); Hybrid & Flexible Work with remote-friendly policies; A Culture of Growth with access to LinkedIn Learning, structured mentorship and internal leadership programmes (HiPo & People Leader tracks); Workation Programme allowing remote work from abroad for up to 2 months per year; Financial Growth Opportunities through a share purchase matching programme; Private Health Insurance; Wellbeing Benefit with an annual wellness allowance; Weekly Office Breakfast