Office Coordinator – Part-Time

Invicti

Office Coordinator responsible for smooth office operations at Invicti Security. Ensuring efficient environment and managing office supplies, logistics, and visitor inquiries in Malta.

Posted 7/3/2026part-timeBirkirkara • 🇲🇹 MaltaMid-LevelSeniorWebsite

About the role

Key responsibilities & impact

Be the first point of contact for all visitors, calls, and general inquiries
Monitor, purchase, and manage inventory of all office, stationery, and kitchen supplies
Coordinate directly with external vendors and building management for maintenance, repairs, and facility services
Key health and safety responsibilities include following up on risk assessments, maintaining H&S equipment, arranging bi-annual Legionella testing, and coordinating Fire Warden and First Aid training
Coordinating company events
Providing employee support for ad-hoc queries
Programming access cards
Administering parking solutions
Managing all aspects of office visits (meals, meeting rooms, desk spaces, access)
Manage office invoices, credit card tracking, and receipt filing for finance
Handle all incoming and outgoing mail, deliveries, and courier services
Provide logistical support for internal team events, meetings, and catering arrangements
Assist with basic administrative tasks including but not limited to documentation as needed

Requirements

What you’ll need

Minimum 3 years experience in office administration/operations
Speak Maltese and English fluently
Excellent time management and organizational skills with the ability to track numerous details
Work primarily morning shifts, with occasional afternoon availability as needed

Benefits

Comp & perks

100% of employee health care and dental premium costs
100% of health care and 50% dental premium cost for dependents
One-time Visual Display Unit testing
Emotional Support Counseling services 24/7
Life Coaching, Dependent Care, Elder Care, Financial & Legal Support, Wellness Coaching, New Parent Support
16 week paid leave for birthing parent recovery
4 week paid leave for non-birthing/bonding parent
Hybrid/In-Office Working
One extra vacation day per quarter
5 days of paid time off each year for volunteer activities
Take your birthday off to celebrate you!
Mobile Allowance Benefit
Partial reimbursement for parking and transportation costs incurred during office days
Ongoing recognition & rewards

ATS Keywords

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Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools

Inventory ManagementAccess Card ProgrammingInvoice ManagementDocument AdministrationRisk Assessment Follow-Up

Soft Skills

Time ManagementOrganizational SkillsDetail Orientation

Certifications

First Aid TrainingFire Warden Training