Office and HR Generalist

Job Type:
Fixed-Term Contract
Categories:
Operations, HR
Location:
Malta
Salary Description:
Competitive Salary Offered
Posted:
24-Mar-21
Job Ref:
15488

A B2B iGaming provider based in Malta is looking for a Office & HR Generalist for a 12 month maternity cover.

- Experience with JIRA and a previous background in the Casino and Gambling industry is preferred
- Fluent Maltese is required

The Office/HR Generalist is a blended role responsible for corporate support which includes taking care of seven sectors including Office Management, HR, Security, Purchasing, Payroll, Travel as well as Events. Responsibilities include but are not limited to the following:

- Manage office operations and procedures
- Oversee the daily operation of the office including the direct supervision of the Office Administrator/Receptionist and Office Cleaners
- Maintain a safe and secure working environment
- Cover for Front Office when Front Office Coordinator is away from reception desk or on vacation
- Order office and kitchen supplies such as stationery, fruit, water amongst other items
- Ensure office maintenance and liaise with Spinola Park or outsource as necessary
- Manage office cleaning services and deep cleaning as required
- Maintain Health and Safety Records and equipment
- Manage annual Office Risk Assessments and PAT (electric equipment) Testing
- Assist with office layout planning and office moves, and with managing and maintaining IT infrastructure and coordinate with IT department on all office equipment
- Manage office expenditure and budgets
- Act as local Procurement Officer and as the primary point of contact between suppliers and the business
- Manage relationships with vendors, service providers and landlords, ensuring that all items are invoiced and paid on time by the Finance Department
- Maintain good supplier relations and negotiating contracts  Maintain and update supplier information on Vendor Tickets on Jira
- Process invoices on procurement and accounting systems such as Jira and Dynamics
- Liaise with vendors, landlords and the legal department for renewing of contracts
- Assist the Finance Department with chasing invoices and approving bills for payment
- Manage payroll, maintain and update payroll records to ensure that the payroll provider is aware of changes/updates when appropriate and salaries are correct and paid on time
- Address employee queries about payroll-related issues
- Assist onboarding process for new employees joining the company; such as sending welcome emails, preparing new employee files and documents, welcome packs, access cards, gift packs, etc.
- Assist with Off boarding
- Liaise on salary adjustments affecting payroll; COLA, Corporate COLA, internal movements, performance, comp, transfers etc.
- Assist HR with creating new policies on WIKI
- Assist HR with audits
- Download and check employees weekly rosters, track overtime, public holidays, unpaid, etc., and liaise with WFM/Management where necessary
- Daily Absence Tracking (sick leave, vacation, benefits and enter onto JIRA, Excel HR database)
- Liaise with HR to ensure the service continues to meet the needs of the organisation as a whole
- Proactive and committed Self-development seminars to keep up to date with the latest regulations
- Manage the corporate apartment(s) including scheduling cleaning services, purchasing of household items, checking the post and assisting with any maintenance issues that might arise
- Manage internal travel arrangements for relocations, new employees from abroad or visitors such as flights, accommodation, taxis, and authorisation letters while ensuring the company’s travel policy is applied
- Organise ad hoc events; welcome lunches, breakfasts, laser tag, online events such as pub quizzes as requested
- Assist with purchasing of gifts for competitions, birthdays, international dates, Spa vouchers and other rewards and recognition gifts
- Maintain office security as per company policies; create and update employee and visitor access cards, maintenance of security alarms, card readers and security cameras
- Organise Employer Branding; assisting with marketing, creation of branded items for welcome packs or for special events such as banners, videos, etc
- Assist with new projects such as expansion of the office or corporate apartment(s), sourcing new properties and negotiating contract prices and terms
- Decorate the office for certain events such as Christmas, Super bowl, Kentucky Derby, etc.
- Organise company events such as summer parties, anniversary parties and Christmas parties
- Act as a Fire Marshall and First Aider as applicable

Contact Details:
Tel: +44 (0) 1355 588 988
Contact: Marta Soria Canete
Email:

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