Office Administrator

  • Malta

Hudson Group is an international retailer and distributor primarily involved in the sport and fashion wear sectors. The Group’s head office is in Malta but is also present through offices in Italy, Greece, Cyprus, Morocco, Nigeria, and Algeria.

Though Hudson Holdings was founded in 2006, the Group’s roots reach as far back as 1987 when the first pair of NIKE was sold in Malta.

Role purpose

The role holder will assist in Hudson Group’s office administration, working directly with the Human Resources function, Senior Leadership Team, and Front of House. They will support management and the company by managing back-office and front-of-house administrative tasks.

The key duties and responsibilities of the role are as follows:

  • Provide administrative support to the day-to-day operations of the Human Resources Department, Front of House, and Senior Leadership Team.
  • Take part in building and maintaining office/retail stores/warehouse culture and spirit
  • Deliver standardised efficient service for the people lifecycle, calendar events, as well as processes and initiatives to support the delivery of the people strategy
  • Prepare and issue any letters and references as required, in a timely manner
  • Support in the management of relations with service providers, clients, and customers
  • Assist in answering inquiries and telephone calls, and handle them as appropriate
  • Attend to visitors and handle all email, postal, and face-to-face queries
  • Manage all business travel arrangements, bookings, and VISA requirements for management staff
  • Manage the agenda of travel visits for both visitors to Malta and stakeholders traveling from Malta to other territories
  • Answer telephone, screen, and direct calls; take and relay messages and handle incoming mail and deliveries
  • Schedule and confirm appointments and maintain boardroom appointment diary electronically whilst assisting in the planning and preparation of meetings and conference calls
  • Maintain the general filing system
  • Maintaining an adequate supply of office supplies e.g., Stationary, First Aid, and Breakfast supplies
  • Provide general administration and clerical support to other departments
  • Keeping an updated record of the office expenses and costs
  • Management of Hudson coin administration including ordering and management of stock/invoices
  • Ensuring a high quality/standard of work and service throughout

Core competencies, knowledge, and experience

  • An A-level standard of education (MQF Level 4)
  • A secretarial qualification is considered an asset
  • 2 years of working experience in a similar role
  • Proficiency in MS Office tools
  • Familiar with general and clerical office routines such as filing and typing
  • Good communication skills, able to communicate fluently in English
  • Able to work both independently and as part of a team
  • Must be organised and can manage multiple tasks effectively