Office Manager

About the role

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. You will help ensure the office is welcoming, well organised and ready for employees, visitors and new joiners.

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.

What you’ll do:

Manage the office and facilities

• 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, following up to ensure issues are resolved.
• Support the administration of the office rental agreement, including tracking key dates, requirements and related correspondence.
• 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, scan documents where required, and distribute them to the relevant employees or teams.
• Review the office layout and use of space periodically, identifying and recommending changes to meet the Bank’s evolving needs.

Senior Management support

• Provide administrative support to Senior Management when required.
• Coordinate logistics for business travel with management and office managers in other locations.

Welcome and support employees

• Welcome new joiners on their first day, provide an office tour and help them settle in.
• Arrange access cards and explain how to use the office facilities.
• Be a helpful first point of contact for employees and visitors with office-related questions.
• Support office logistics for meetings and visits.

Coordinate health and safety arrangements

• Keep office health and safety records and training information up to date.
• Arrange fire safety, fire-fighting, evacuation and first-aid training with the relevant providers and internal contacts.
• Track training completion and renewal dates, and follow up where action is needed.
• Carry out routine checks of office areas, report hazards or defects, and help ensure issues are addressed.
• Support the company’s health and safety arrangements in line with applicable requirements and internal procedures.

Support health insurance administration

• Coordinate the annual health insurance renewal process with the insurer or broker and internal stakeholders.
• Update eligibility information for new joiners, leavers and employees whose coverage changes based on their level.
• Submit changes within agreed deadlines and check that they have been processed.
• Respond to employee queries or direct them to the insurer or broker where appropriate.
• Handle employee information confidentially.

Bring people together

• 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 the practical arrangements for employee engagement initiatives.
• Suggest and organise activities that make office days welcoming and help employees feel connected.

What we’re looking for:

• 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.

The salary range for this position is €30,000-€34,000 gross per year, depending on the successful candidate’s relevant experience and suitability for the role.

We offer:

• A Truly Global Workplace - collaborate with 40+ nationalities across 25+ countries, embracing diversity, inclusion, and cross-cultural innovation

• Hybrid & Flexible Work - balance your life and career with remote-friendly policies and modern offices across Europe

• A Culture of Growth - accelerate your development with access to LinkedIn Learning, structured mentorship, and internal leadership programmes (HiPo & People Leader tracks)

• Workation Programme - work remotely from abroad for up to 2 months per year and experience new cultures while staying connected and productive

• Financial Growth Opportunities - invest in your future with our share purchase matching programme, doubling your contributions and fostering long-term rewards

• Private Health Insurance - access comprehensive healthcare coverage tailored to local standards

• Wellbeing Benefit - receive an annual wellness allowance to support your physical and mental health

• Weekly Office Breakfast - enjoy a fresh start with breakfast at the office

We may use artificial intelligence (AI) tools to support specific parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses against predefined criteria. These tools assist our recruitment team but do not replace human judgment. All final hiring decisions are made by human recruiters.

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