{"id":3173927,"url":"https://alion.io/job/multitude-office-manager","title":"Office Manager","company":{"id":2915501,"name":"Multitude","domain":"multitude.com","url":"https://alion.io/company/multitude-com","size_band":"501-1000","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Workday","truth_index":{"grade":"B","score":75,"open_postings":11,"ghost_share":0,"stale_share":1,"repost_share":0,"time_to_fill_p50_days":null,"computed_at":"2026-10-31T05:58:55Z"}},"role":"Administrative","role_family":"Administrative","seniority":null,"employment_type":"full_time","work_mode":"hybrid","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Gżira, Malta"],"countries":["MT"],"hiring_countries":[],"hiring_countries_total":0,"salary":{"min":30000,"max":34000,"currency":"EUR","period":"year","gross":true,"usd_annual":38093},"salary_estimate":null,"experience_years_min":null,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[],"status":"live","first_seen_at":"2026-10-13T00:00:00Z","employer_posted_date":"2026-10-13","last_verified_at":"2026-10-31T10:29:40Z","board_verified":true,"closed_at":null,"days_open":18,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":18},"description":"About the role\nWe 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.\nThe 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.\nThis 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.\nWhat you’ll do:\nManage the office and facilities\nOversee the day-to-day operation of the office across all three floors.\nKeep work areas, meeting rooms and shared spaces organised, presentable and ready for use.\nManage relationships with office suppliers and service providers, including cleaning, maintenance and other facilities services.\nCoordinate repairs and maintenance works with the property owner, building management and relevant contractors, following up to ensure issues are resolved.\nSupport the administration of the office rental agreement, including tracking key dates, requirements and related correspondence.\nManage office supplies, service requests and related costs.\nMonitor how office space is used in a hybrid environment and recommend practical improvements.\nRespond to office issues and requests, taking ownership through to resolution.\nCoordinate mobile phone orders, replacements and agreement renewals in line with the company’s device policy.\nReceive and manage incoming and outgoing post, scan documents where required, and distribute them to the relevant employees or teams.\nReview the office layout and use of space periodically, identifying and recommending changes to meet the Bank’s evolving needs.\nSenior Management support\nProvide administrative support to Senior Management when required.\nCoordinate logistics for business travel with management and office managers in other locations.\nWelcome and support employees\nWelcome new joiners on their first day, provide an office tour and help them settle in.\nArrange access cards and explain how to use the office facilities.\nBe a helpful first point of contact for employees and visitors with office-related questions.\nSupport office logistics for meetings and visits.\nCoordinate health and safety arrangements\nKeep office health and safety records and training information up to date.\nArrange fire safety, fire-fighting, evacuation and first-aid training with the relevant providers and internal contacts.\nTrack training completion and renewal dates, and follow up where action is needed.\nCarry out routine checks of office areas, report hazards or defects, and help ensure issues are addressed.\nSupport the company’s health and safety arrangements in line with applicable requirements and internal procedures.\nSupport health insurance administration\nCoordinate the annual health insurance renewal process with the insurer or broker and internal stakeholders.\nUpdate eligibility information for new joiners, leavers and employees whose coverage changes based on their level.\nSubmit changes within agreed deadlines and check that they have been processed.\nRespond to employee queries or direct them to the insurer or broker where appropriate.\nHandle employee information confidentially.\nBring people together\nOrganise regular office activities, including weekly breakfasts and the annual summer and Christmas parties.\nManage event planning, suppliers, bookings, communications, registrations and budgets.\nSupport department heads with the practical arrangements for employee engagement initiatives.\nSuggest and organise activities that make office days welcoming and help employees feel connected.\nWhat we’re looking for:\nExperience in office management, facilities, workplace experience, hospitality or a similar role.\nStrong organisation and follow-through, with the ability to manage several priorities at once.\nA self-starter who works independently and does not need close day-to-day direction.\nA practical problem solver who notices what needs attention and takes action.\nA service-minded and approachable manner when supporting employees, visitors and suppliers.\nExperience managing suppliers or service providers and coordinating maintenance or facilities work.\nConfidence maintaining accurate records and handling confidential information.\nGood written and verbal communication skills in English.\nComfortable using everyday office and workplace tools.\nThe 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.\nWe offer:\nA Truly Global Workplace - collaborate with 40+ nationalities across 25+ countries, embracing diversity, inclusion, and cross-cultural innovation\n\nHybrid & Flexible Work - balance your life and career with remote-friendly policies and modern offices across Europe\n\nA Culture of Growth - accelerate your development with access to LinkedIn Learning, structured mentorship, and internal leadership programmes (HiPo & People Leader tracks)\n\nWorkation Programme - work remotely from abroad for up to 2 months per year and experience new cultures while staying connected and productive\n\nFinancial Growth Opportunities - invest in your future with our share purchase matching programme, doubling your contributions and fostering long-term rewards\n\nPrivate Health Insurance - access comprehensive healthcare coverage tailored to local standards\n\nWellbeing Benefit - receive an annual wellness allowance to support your physical and mental health\n\nWeekly Office Breakfast - enjoy a fresh start with breakfast at the office\n\nWe 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.\nBy proceeding to apply for a job with us, you confirm that you have read and accepted our Recruitment Privacy Policy","description_format":"text","description_chars":6300,"description_truncated":false,"requirements":{"experience_years_min":null,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":null,"security_clearance":false,"languages":[{"language":"English","level":"All levels","optional":false}]},"benefits":["Flexible schedule","Growth opportunities","Health insurance","Hybrid work"],"hiring_locations":[{"name":"Malta","iso":"MT","kind":"country"}],"hiring_excludes":[],"relocation_offered":false,"industries":[],"lifecycle":[{"event":"open","at":"2026-10-23T19:22:51Z"}],"visa":[],"liveness":{"score":42,"band":"fade","label":"Fading","p_open":1,"p_active":0.561,"p_room":0.75,"age_days":18,"expected_fill_days":25,"reasons":["conf:8","stale_co","velocity","win:late"],"computed_at":"2026-10-31T05:58:55Z"},"pay":{"stated_usd_annual":38093,"is_top_pay":false},"html_url":"https://alion.io/job/multitude-office-manager","json_url":"https://alion.io/job/multitude-office-manager.json","meta":{"generated_at":"2026-10-31T17:49:39Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":27907,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-11-01T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.02,"usd":0.002,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":2915501},"rest":"https://alion.io/mcp/rest/get_company?id=2915501"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Fmultitude-office-manager"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":1,"usd":0.1},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Fmultitude-office-manager"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.02,"usd":0.002},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Fmultitude-office-manager"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/multitude-office-manager\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Fmultitude-office-manager"}],"agent":{"mcp":"https://alion.io/mcp/jobs","mcp_open":"https://alion.io/mcp/open","next":[{"tool":"get_job","arguments":{"id":3173927}},{"tool":"search_jobs","arguments":{"company":"multitude.com","detail":"compact"}},{"tool":"match_people","arguments":{"job_id":3173927},"note":"people open to offers who fit this vacancy"}],"note":"The same data through MCP tools: https://alion.io/mcp/open needs no sign-in (compact searches, postings, people); https://alion.io/mcp with an Alion account has everything. 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