FULL TIME
BIRZEBBUGA, MALTA
FULL DAY
16 October 2026
Ref: 455562

We are looking for a highly organised and proactive Senior Office & Administration Coordinator to take ownership of day-to-day administrative operations and help build effective office processes from the ground up. This is a hands-on role.

Office Operations organise the purchasing of office furniture, equipment, stationery, water, coffee, household supplies and other materials required for day-to-day operations; coordinate cleaning, maintenance and servicing of the premises; liaise with the landlord and property management; coordinate electricity, water, internet, telephony and other office services; resolve day-to-day practical, operational and administrative issues as they arise. Suppliers & Contractors identify and source suitable suppliers and contractors in Malta; request quotations, compare proposals, clarify terms and coordinate timelines; follow up on deliveries and the completion of works; collect and organise quotations, invoices, receipts and other supporting documentation; actively follow up on outstanding matters and ensure that agreed tasks are completed. Management Support research practical and organisational information as required; prepare documents and supporting materials; coordinate small administrative and organisational projects; maintain task lists and monitor administrative deadlines; assist management with practical matters arising during the establishment and development of the company. Administrative Documentation & Filing manage incoming and outgoing administrative documentation; maintain agreements and documentation relating to suppliers and service providers; organise quotations, purchase orders, invoices and receipts; handle employee documentation within the scope of your responsibilities and authority; maintain internal administrative instructions, templates and forms; ensure documentation is complete, properly organised and accessible; maintain an effective physical filing and document storage system. Employee Administrative Support collect required documentation from new employees; maintain administrative records relating to leave, absences and other relevant information; prepare workstations for new joiners; arrange passes, keys and other required access; coordinate the ordering of equipment and office supplies; assist with practical and administrative aspects of employee onboarding. Meetings, Visitors & Travel organise internal and external meetings; coordinate meeting rooms, materials and practical arrangements; receive visitors, suppliers, consultants and business partners; when required, arrange flights, hotels, transfers and other travel logistics. Having access to a personal vehicle, as the company’s office is located in the Hal Far industrial area.

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

ENGLISH

RUSSIAN

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).
Coordinate and organise flows of information for functioning of department or organisation (directives, meetings...)
Coordinate actions of a group during a project/set of activities: National (domestic)
Follow-up personnel files administratively. Organise recruitments and trainings logistically
Explaining activity (giving instructions, demonstrating, ...). Coordinating interaction within the group.
Coordinate team activities
Follow-up and analyse data of department's or organisation's activities. Propose strategy for progress
Develop action plan and start development project; communicate internally and externally; co-ordinate partner network
Build up and maintain network of partners, suppliers and service providers

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: €32,000-34,000 per year

Senior Office & Administration Coordinator

Job Description