Head Office - Human Resources Administrator

Position Summany

The HR Administrator provides comprehensive administrative support to the Human Resources department and management, ensuring the smooth and efficient coordination of day-to-day HR operations. A key responsibility of this position is the administration and coordination of work permit applications, including the preparation, submission, tracking, and follow-up of all required documentation in accordance with Maltese regulations.

The HR Administrator also supports recruitment, onboarding, employee documentation, record keeping, reporting, and general HR administration. The role requires a high level of organisation, confidentiality, accuracy, and attention to detail.

Primary Responsibilities

• Provide comprehensive administrative support to the Human Resources department and management, ensuring the smooth day-to-day coordination of HR operations.
• Manage work permit applications as a key responsibility, including the preparation, submission, tracking, renewal, and follow-up of applications and supporting documentation in line with Maltese regulations and company requirements.
• Liaise with employees, candidates, government authorities, and other relevant stakeholders regarding work permits, documentation, and HR administrative matters.
• Maintain accurate and confidential HR records, employee files, reports, work permit documentation, and other employment-related records.
• Prepare employment contracts, addenda, official letters, confirmations, employee changes, and other HR documentation as required.
• Support recruitment and onboarding administration, including interview coordination, candidate communication, documentation collection, new starter preparation, and liaison with hiring managers and relevant departments.
• Monitor HR deadlines, ongoing projects, employee documentation, and outstanding actions to ensure accurate and timely completion.
• Use Excel, HR systems, and other internal platforms for employee administration, data tracking, reporting, and administrative control.
• Support employees and managers with HR-related administrative queries, benefits, training records, employee changes, and other HR initiatives, escalating matters when appropriate.
• Ensure all HR activities are conducted professionally, confidentially, and in accordance with Maltese employment legislation, data protection requirements, company policies, and Hard Rock standards, values, and culture.

Experience and Education

• Secondary level education or equivalent required; further education or qualifications in Human Resources, Business Administration, Management, or a related field would be considered an asset.
• Previous experience in HR administration, office administration, or a similar role is preferred.
• Experience with Maltese employment-related administration would be considered a strong asset.
• Previous experience within the hospitality industry would be considered an advantage.

Skills

• Strong organisational and administrative skills, with excellent attention to detail and the ability to manage multiple priorities and deadlines.
• Good knowledge of Microsoft Office, particularly Excel, Word, and Outlook, with the ability to learn and use HR and internal systems effectively.
• Strong written and verbal communication skills, with the ability to prepare professional HR documentation and correspondence.
• Ability to handle confidential and sensitive information with discretion and maintain accurate employee records.
• Strong ownership, follow-up, and problem-solving skills, with the ability to work both independently and as part of a team.
• Fluency in English is required; additional languages would be considered an advantage.

Additional Requirements

• High level of professionalism, integrity, and confidentiality.
• Ability to work effectively in a fast-paced environment and adapt to changing priorities.
• Willingness to support the wider HR function and hotel operations when required.

About Us

The db Group has grown from a family-run business into Malta’s foremost corporate player in the tourism, hospitality & leisure sector, and beyond. In the 1980s, Silvio Debono, the Group’s founder, operated a small guesthouse. Today, as db Group Chairman, he sits at the helm of the largest operation in Malta.Over the last four decades the Group has forged strategic relationships with a range of global players including Hard Rock Café International, Starbucks, the Accor Hotel Group, and RIU Hotels & Resorts.As a result, we accumulated invaluable business acumen and operational experience. This track record has enabled us to establish our very own unique brand, db Hotels + Resorts, driven by the fundamental principle of excellence in everything we do. Year-on-year, the Group won a number of prestigious global awards, positioning it at the forefront of the Maltese hospitality and catering industry.In due course, and prudently, the Group diversified its core operations, taking in contract catering, healthcare, and property development under its wing.