• Malta
  • HR & Office

Facilities & Office Coordinator

The main objective of this role is to coordinate facilities and office operations, with a strong focus on compliance management and the efficient handling of service requests through the Jira ticketing system. This position ensures that the workplace is safe, well-maintained, and fully compliant with regulatory standards while providing seamless administrative support.

Key Responsibilities of the role:

RECRUITER
Daniel Cooper

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  • Coordinate day-to-day facilities operations including cleaning, catering, maintenance, and office supplies.
  • Provide frontline support to employees and visitors, delivering a positive and efficient office experience.
  • Administer and track all facilities-related requests and tasks using the Jira ticketing system, ensuring timely and accurate resolution.
  • Coordinate and communicate with contractors and suppliers to schedule and oversee maintenance and repair works.
  • Oversee office logistics such as supplies management, space coordination, and equipment upkeep.
  • Maintain and update compliance documentation, including facilities handbooks, safety protocols, and regulatory records.
  • Monitor adherence to government regulations relating to Security, Fire Protection, Health & Safety, and local building codes.
  • Support Health & Safety procedures and assist during building emergencies, prioritizing occupant safety.
  • Assist the wider team with administrative tasks, reception cover, and company events as necessary.
  • Ensure delivery of cost-effective solutions aligned with budget and timeline expectations.
  • Uphold the organization’s values and professionalism through appearance and conduct.

Main Stakeholders and Type of Interaction:

  • Global Office and Facilities Team.
  • Office Service Suppliers.

Required Education: 

  • A/O Level qualification or equivalent.
  • Health & Safety (H&S) qualification.

Required Work Experience:

Experience in facilities coordination or facilities management, preferably within commercial or corporate environments.Proven track record in managing Health & Safety (H&S) compliance, ensuring workplace safety and adherence to relevant regulations.

Other Requirements: 

  • Intermediate computer skills required, with proficiency in Microsoft Office applications,Word, Excel, PowerPoint) and Adobe software.
  • Excellent written and verbal communication skills in English are essential
  • Strong organizational skills with the ability to multitask and prioritise effectively.
  • Customer-focused mindset with the ability to interact professionally with employees, visitors, and vendors.

 

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