FULL TIME
SAN PAWL IL-BAHAR, MALTA
FULL DAY
08 October 2026
Ref: 454698

Bilingual (English/Spanish) Office Administrator needed to manage daily operations, serve as first point of contact, and support front desk, scheduling, document management, and basic HR/financial administration tasks.

Bilingual Front Desk & Client Relations: Serve as the first point of contact for incoming calls, visitors, and general inquiries in both English and Spanish. Translate core administrative emails, memos, and client communications as needed. - Daily Facility & Office Operations: Maintain office supplies inventory, coordinate vendor services (cleaning, maintenance, IT support), and ensure office equipment and physical space remain operational and organized. - Administrative & Scheduling Support: Manage central calendars, schedule internal meetings, organize travel arrangements, and coordinate meeting logistics (catering, room setup, tech setup). - Document & Record Management: Maintain physical and digital filing systems, handle incoming/outgoing mail and shipments, and assist with general data entry and document preparation. - Basic HR & Financial Support: Assist HR with onboarding new hires (specifically conducting orientation or translating materials for Spanish-speaking staff), organize expense receipts, and assist with basic invoice routing or petty cash management. Core Competencies: - Multilingual Written & Verbal Communication: Ability to switch fluidly between English and Spanish in professional settings with high accuracy and cultural competence. - Organization & Time Management: Strong ability to prioritize competing tasks, manage deadlines, and keep physical/digital workspaces structured. - Interpersonal Skills & Hospitality: Approachable, professional demeanor with a service-oriented mindset for welcoming clients and assisting internal staff. - Problem-Solving & Resourcefulness: Quick-thinking ability to resolve day-to-day operational hiccups, facility issues, or scheduling conflicts independently. - Discretion & Confidentiality: High degree of integrity when handling sensitive personnel files, financial receipts, or proprietary business communications.

Profiles

If multiple Education and Language Profiles are defined, please note that you must fit at least one of them, but not necessarily all.

PROFILE 1

Language

Reading

Speaking

Understanding

Writing

SPANISH

ENGLISH

ISCED Level: Post-secondary non-tertiary education - Level (4)

Competencies

Check actions performed; make recommendations
Coordinate department activities. Analyse monitoring instruments and make suggestions for improvement
Coordinate department activities and support human resources (personnel management).
Explaining activity (giving instructions, demonstrating, ...). Coordinating interaction within the group.
Coordinate and organise flows of information for functioning of department or organisation (directives, meetings...)

Past Experience

Occupation

Experience(months)

COORDINATOR, ADMINISTRATION, OFFICE ADMINISTRATION OR MANAGEMENT

Driving Licences

No Driving Licenses required for this vacancy

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Salary: €11,500-12,000 per year

Office Administrator

Job Description