Job Summary

The HR Admin & Payroll Coordinator is responsible for supporting the organisation’s human resources, payroll, and administrative functions, ensuring operational efficiency, regulatory compliance, and a well-organised workplace. This role combines HR administration, payroll processing, office management, and compliance support.

The ideal candidate will possess strong knowledge of Maltese labour law and payroll regulations, including employee taxation, and demonstrate in-depth expertise in payroll processes at both local and international levels. This position plays a key role in maintaining accurate records, supporting financial and compliance activities, and fostering a professional and productive work environment.

Key Responsibilities

1. HR Administration & Payroll

• Administer end-to-end payroll processes, ensuring accuracy, timeliness, and compliance with Maltese regulations.
• Maintain and update employee records, contracts, and HR documentation.
• Ensure compliance with Maltese labour law, including employment regulations, leave entitlements, and employee taxation.
• Coordinate onboarding and off-boarding processes, including documentation and system updates.
• Liaise with external payroll providers, tax authorities, and relevant stakeholders where required.
• Support HR-related queries from employees and management.

2. Office Administration & Operations

• Oversee daily office operations to ensure efficiency and smooth workflow.
• Manage office supplies, equipment, and inventory.
• Supervise office environment standards, including layout, cleanliness, and functionality.
• Coordinate office maintenance, repairs, and liaise with building management.
• Provide administrative support across departments as required.

3. Data & Document Management

• Maintain accurate and up-to-date company and employee records.
• Ensure data integrity and quality across internal systems and external databases.
• Prepare and compile reports as required by management.
• Manage document workflows, including preparation for signatures and secure storage (digital and physical).
• Ensure compliance with data protection legislation when handling personal data.

4. Finance & Payroll Support

• Process payroll-related data, supplier invoices, and expense claims in accounting systems.
• Maintain petty cash and track office-related expenses.
• Assist in reconciliations, payroll verifications, and financial record accuracy.
• Support the preparation of payroll reports and audit documentation.

5. Compliance & Statutory Filings

• Maintain statutory records and assist with regulatory filings.
• Support compliance requirements in coordination with corporate service providers.
• Ensure adherence to employment, tax, and workplace regulations.

6. Vendor & Facilities Management

• Manage relationships with office vendors and service providers.
• Negotiate and monitor contracts for office services.
• Ensure workplace safety, security, and access control measures are maintained.

7. Communication & Coordination

• Act as a key point of contact for employees regarding HR, payroll, and office-related queries.
• Coordinate meetings, travel arrangements, and internal communications.
• Support internal announcements and documentation processes.

Key Skills & Qualifications

• Proven experience in an HR, Payroll, Office Administration, or similar role.
• In-depth knowledge of payroll processes, including both Maltese and international payroll practices.
• Strong understanding of Maltese labour law, employment regulations, and employee taxation.
• Proficiency in Microsoft Office Suite and accounting/payroll systems (e.g., Xero and Talexio).
• Excellent organisational and multitasking skills with strong attention to detail.
• Strong communication and interpersonal abilities.
• Ability to handle confidential information with discretion.
• Proactive, solution-oriented mindset with the ability to work independently.

Preferred Qualifications

• Experience in compliance, statutory reporting, and financial administration.
• Familiarity with data management systems and HR software.
• Knowledge of workplace safety and regulatory requirements.

Note: The responsibilities outlined above are not exhaustive and may evolve in line with business requirements.

Equal Opportunities Statement
Corporate Direction is an equal opportunities employer and value diversity at our company. We do not discriminate on the basis of gender, race, nationality, religion, disability, age, sexual orientation, or any other protected characteristic. All employment decisions are based on merit, competence, and business needs.