Job Application for Office Manager at Eqvilent

We are looking for an experienced and proactive Office Manager who will act as the operational backbone of our Malta office and ensure everything runs smoothly on a daily basis.

This role covers full ownership of office management: vendors, supplies, purchasing, expense tracking, onboarding logistics, and maintaining clear internal processes. You will be responsible for keeping the workplace efficient, well-organized, and cost-controlled, while also contributing creative ideas to improve the office environment and support internal events.

If you are structured, detail-oriented, comfortable working with numbers, and enjoy taking ownership of how things run — this role will be a strong fit.

WHAT YOU'LL BE DOING:

Ensure smooth daily operations of the Malta office.
Handle front-desk responsibilities (visitors, calls, deliveries, mail).
Support employees with day-to-day office needs.
Contribute creative ideas to improve the office environment and support internal events and activities.
Maintain office supplies, groceries, and overall workplace order.
Coordinate maintenance, repairs, and communication with building management.
Manage vendors and service providers.
Manage purchasing end-to-end and keep related documentation organized.
Monitor office-related expenses and ensure cost control.
Prepare basic expense reports and summaries when required.
Maintain clear and practical office procedures.

WHAT WE LOOK FOR IN YOU:

Solid experience in Office Management and/or Operations roles.
Strong English communication skills (spoken and written).
Excellent organizational skills with strong follow-through.
Strong analytical mindset with attention to numbers and details.
Comfortable working with budgets, cost tracking, and calculations.
Practical problem-solving mindset and ability to handle unexpected issues calmly.
Confidence working with office equipment and everyday technology.
Ability to create clear, structured, and actionable process documentation.
Currently based in Malta or willing to relocate here.

NICE-TO-HAVE:

Experience with task management tools (ClickUp, Notion, Miro, or similar).
Proficiency in Google Workspace (Docs, Sheets, Slides).
Experience with global purchasing or logistics coordination.
Basic project management skills.
Experience working with distributed or remote teams.

WHY SHOULD YOU JOIN OUR TEAM?

Real ownership and a lot of space to make things better
International team of strong professionals
Support for professional growth
Comfortable Malta office
40 paid days off
Insurance
Competitive salary

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Office Manager

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