Office & Engagement Lead

We are looking for an Office & Engagement Lead to oversee the day-to-day operations of the office and foster a productive, engaging, and inclusive work environment. This includes managing facilities, vendors, budgets, and workplace initiatives. The role combines operational excellence with cultural stewardship, supporting employee onboarding, internal events, and engagement programs that enhance the overall employee experience.

📍 Location: Birkirkara, Malta (on-site, full-time, Monday–Friday)

Key Responsibilities

(25%) Office & Facilities Management

• Ensure smooth day-to-day operations of the office, including maintenance, supplies, security, and space planning.
• Act as the key point of contact for vendors, cleaners, landlords, and contractors.
• Oversee reception services and support the Office Coordinator to ensure an organized and welcoming front desk experience.
• Monitor office equipment, coordinate repairs, and manage inventory.

(20%) Vendor & Budget Coordination

• Manage relationships with suppliers and service providers, ensuring quality service and timely delivery.
• Oversee office-related invoicing and budgeting in collaboration with the Finance team.
• Track and report office-related expenses and optimize costs where possible.
• Ensure all office and property insurance policies are up to date.

(20%) Onboarding & Workplace Integration

• Coordinate with IT and HR to prepare workspaces, hardware, and materials for new employees.
• Deliver office tours and onboarding support to ensure a positive start for new hires.
• Ensure compliance with workplace procedures and policies during onboarding.

(20%) Internal Events & CSR & Engagement Activities

• Plan and execute company events, celebrations, and internal campaigns to foster team spirit.
• Partner with HR and leadership to implement employee engagement programs and wellbeing initiatives.
• Maintain an internal events calendar and ensure timely execution and communication.

(10%) Health, Safety & Compliance

• Ensure compliance with local workplace health and safety regulations.
• Conduct regular H&S checks and coordinate safety drills and briefings.
• Maintain a clean, safe, and compliant office environment.

(5%) Other Duties

• Support business travel arrangements and car fleet logistics as required.
• Handle ad-hoc administrative or coordination tasks to support overall workplace needs.

Requirements

• Minimum of 1 year of experience in an Office manager or similar role.
• Excellent organizational, project management, and multitasking skills.
• Strong communication and interpersonal skills with the ability to engage diverse teams.
• Proficiency in MS Office and workplace management tools.
• High attention to detail and ability to work independently.
• Fluency in English required; other languages are a plus.

Perks & Location

• Private Health Insurance (After Probation).
• Snacks in the Office.
• 24 days of vacation per year.
• Attractive office location and facilities.
• Regular office & team building events.

❗️Important: This is an on-site position based in Malta. Remote or hybrid work is not available.❗️

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