Admin. Coordinator - The Arbour

About the role

Bamboohr is hiring an Admin. Coordinator for The Arbour, a position based at Lifestyle Group in Malta. This is a full-time role focused on administrative coordination and office management tasks that are essential to keeping daily operations running smoothly. The coordinator will support daily operations and help maintain an organized, efficient work environment for the team at The Arbour, working closely with colleagues across departments to ensure smooth administrative flow and clear communication throughout the office. The Admin. Coordinator serves as a key point of contact for internal and external visitors and plays an important part in upholding the professional standards of the organization.

Key facts

What you'll do

• Coordinate daily office operations and manage administrative workflows for The Arbour team
• Handle correspondence, filing, and document preparation to support team members efficiently
• Organize meetings, schedule appointments, and manage calendars for all staff members
• Maintain office supplies inventory and coordinate procurement activities and orders when needed
• Assist with onboarding new team members and preparing orientation materials for them
• Support event planning and coordination for both internal and external gatherings
• Monitor office expenses and help with budget tracking and monthly reporting
• Ensure compliance with company policies and standard procedures across the office
• Liaise with external vendors and service providers as business needs require
• Prepare reports and presentations to assist leadership with their decision-making
• Manage all incoming phone calls, visitor reception, and front desk responsibilities
• Support the team with data entry, record keeping, and database updates
• Track office maintenance requests and coordinate with facilities management for repairs and upkeep
• Assist with budget preparation and monitor departmental spending against allocated amounts
• Coordinate travel arrangements including booking flights, accommodations, and transportation for staff

Requirements

• A high school diploma or equivalent qualification is required for this administrative position
• Previous experience in an administrative or office coordination role is strongly expected
• Strong written and verbal communication skills in English are necessary for success in this role
• Proficiency with standard office software and common computer applications is required for daily tasks
• Ability to manage multiple tasks simultaneously and prioritize work effectively is considered essential
• Good organizational skills and a strong attention to detail are important qualities for this role
• Capacity to work independently and as part of a collaborative team environment is valued
• Willingness to adapt to changing priorities and shifting work demands is highly regarded
• Comfortable working in a fast-paced environment and handling routine administrative duties on a daily basis
• Detail-oriented approach to work with the ability to manage competing priorities under pressure
• Strong interpersonal skills and the ability to build positive relationships with colleagues and partners
• Comfort with handling confidential information and maintaining discretion in all administrative matters at all times

Nice to have

• Familiarity with lifestyle or hospitality industry operations and customer service is a plus for candidates
• Experience with basic bookkeeping, invoicing, or expense reporting would be considered beneficial and valuable
• Knowledge of the Maltese language or local culture is considered an advantage in this role
• Ability to work flexible hours during peak periods and busy seasons is always appreciated
• Prior experience working within a lifestyle or wellness-oriented environment would be a strong advantage

Skills & tools

• Microsoft Office Suite including Word, Excel, PowerPoint, and Outlook for everyday office tasks
• Google Workspace and other cloud-based collaboration platforms for team communication and file sharing
• Standard office equipment including printers, scanners, photocopiers, and fax machines for daily operations
• Email communication tools and calendar management applications to stay organized and on schedule
• Basic filing systems and digital document management software for maintaining organized records
• Telephone systems and visitor management procedures and protocols for front desk operations
• Familiarity with database entry and spreadsheet management for tracking office activities and metrics

Practical notes

• This role is based at Lifestyle Group in Malta and is not a remote or work-from-home position
• The position is full-time with standard working hours during regular business days each week
• Candidates should be prepared to work on-site at the Lifestyle Group office location in Malta consistently
• The hiring process may include multiple interview rounds, assessments, and thorough reference checks before an offer is made
• Applicants are encouraged to submit their updated resume and a brief cover letter outlining their relevant experience