REDUCED HOURS
IL-MOSTA, MALTA
FLEXIBLE HOURS
28 October 2026
Ref: 456460

The role is responsible for ensuring the smooth day-to-day running of the office, while providing administrative and organisational support to management and employees.

Key responsibilities: Manage day-to-day office administration and the office calendar. Coordinate office supplies, equipment, facilities and suppliers. Prepare and coordinate Board packs, meetings and minutes. Follow up on matters arising and outstanding actions. Maintain internal files, records and the office operations manual. Coordinate meetings, visitors, events, travel and accommodation where required. Manage office-related purchasing, invoices and expenses. Liaise with landlords, service providers and external suppliers. Support workplace health, safety and compliance requirements. Identify opportunities to improve office efficiency and processes. We are looking for someone who is highly organised, dependable and comfortable taking ownership. You should have excellent communication and time-management skills, strong attention to detail, and the ability to manage competing priorities with discretion and professionalism. Previous experience (10 years+) in office management is key. Ideally within financial services/(re)insurance.

Profiles

Competencies

Take telephone calls. Pass on calls to the desired interlocutors. Take messages
Enter and lay out documents. Forward and file documents
Welcome people and identify their demands
Manage stock; record shortages; place orders
Receive and guide customers, suppliers and visitors. Take messages and make appointments
Code and archive professional files, meeting reports...
Code, file and archive documents
Create administrative dossiers. Check data, updates, returns to sender or reminders

Past Experience

Occupation

Experience(months)

ADMINISTRATIVE OFFICER (AO)

120

Driving Licences

No Driving Licenses required for this vacancy

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Salary: €40,000 per year

Office Manager

Job Description