Office Coordinator

Catenamedia

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Malta on site Until 8/23/2026 First posted May 24, 2025 Last posted May 24, 2025
Job description
We are seeking a detail-oriented and proactive Office Coordinator to support the smooth operations of our office and create a welcoming, efficient environment for both employees and visitors. This role is ideal for someone with a positive attitude, strong organizational skills, and the ability to multitask in a dynamic environment. This role is central to our day-to-day office operations, supporting not only office logistics, but also HR initiatives, travel, events and  will be the first point of contact for visitors and staff. 

Your Challenge

  • Welcome and assist guests and external visitors, upholding a high standard of professionalism and hospitality. 
  • Serve as the main point of contact for all office-related queries, issues and communications, ensuring a timely and professional resolution. 
  • Manages office supplies and inventories, schedules, office logistics and general organization. 
  • Coordinate with vendors, maintenance teams, and service providers to ensure smooth operations. 
  • Plan and coordinate regular office maintenance and support occasional office refurbishments. 
  • Coordinate travel arrangements for employees, board members, and guests, including flights, accommodations, and transport. 
  • Ensure travel policies are followed and assist with documentation when needed. 
  • Help schedule and coordinate logistics for company meetings, including board meetings, leadership offsites, and all-hands. 
  • Ensure health and safety policies and procedures are up to date and compliant with local regulations. 
  • Conduct regular checks and maintain documentation for office health and safety compliance. 
  • Support the onboarding process for new employees, including first-day welcome, desk setup, equipment coordination, and basic orientation. 
  • Assist the HR and Communications teams in planning and organizing internal events, celebrations, and HR initiatives. 
  • Support in-office employee engagement activities and wellbeing efforts. 
  • Coordinate travel arrangements for employees and board members as required. 
  • Support the onboardingprocess for new employees with first day meet and greets, desk setup, equipment, and basic orientation. 
  • Handle all post, incoming and outgoing mail and deliveries. 
  • Assistthe HR and Communications teams in the planning and organizing of events and HR initiatives. 
  • Assist with HR administrative tasks as needed. 

To do it, you will need

  • 1+ year of experience in office coordination, administration or similar role isrequired 
  • Strong communication and interpersonal skills 
  • Excellent organizational and time-management skills. 
  • A proactive, solution-oriented approach with attention to detail. 
  • Comfortable handling confidential information with professionalism and discretion. 
  • Ability to prioritize tasks and work independently in a fast-paced setting. 
About this role

Summary

Support office operations, coordinate logistics, and assist HR initiatives.

Job title

Office Coordinator

Experience level

1+ year

Industry

administration

Location requirements

Located in Malta, remote work not allowed

Salary

Not specified

Management role

No

Skills & keywords

Required skills

communicationorganizational skillstime-managementattention to detailconfidentiality

Preferred skills

None specified

Specializations

office logisticsHR initiativesevent coordinationtravel arrangementshealth and safety
Locations

Structured locations inferred from the posting.

Malta, Poznań, Poland

On-site City