Operations Support & Front Office Coordinator

To provide reliable front office and operational administration support so the centre runs smoothly every day. The role coordinates scheduling administration, communications, supplies / procurement, and controlled petty cash, while maintaining organised documentation and supporting finance / HR processes through preparation and record control (without owning the accounting ledger or sensitive HR casework). The role also supports centre-level meetings through logistics, minute-taking and action tracking.

Key responsibilities

• Front Office and Communications

  • Act as the first point of contact for calls, emails and visitors; triage and route enquiries appropriately.

  • Send calendar invites, room bookings and appointment confirmations/reminders using agreed templates.

  • Prepare simple communications materials (posters / invitations / event notices) using approved branding / templates.

  • Maintain centre calendars and shared schedules to support smooth coordination.

  • Provide general administrative support for centre communications and coordination as directed by the Centre Manager.

• Scheduling Administration Support (not capacity ownership)

  • Support appointment administration: confirmations, reschedules, attendance follow-up and basic diary coordination.

  • Maintain accurate attendance / cancellation logs and provide weekly summaries to the Centre Manager.

  • Ensure relevant documentation for sessions / meetings is prepared and available (forms, registers, packs).

  • Escalate recurring scheduling issues, capacity pressures, or frequent cancellations to the Centre Manager.

• Meeting Support and Minute-Taking

  • Arrange meeting logistics for centre-level meetings (room / online link, attendance list, document pack).

  • Take minutes for agreed meetings (e.g., centre meetings, operations check-ins), capturing decisions and actions with owners and deadlines.

  • Circulate draft minutes within agreed timeframes and maintain a simple action log to support follow-up.

  • File minutes in the designated shared folder using consistent naming conventions and version control.

  • Minute-taking for disciplinary / grievance or highly confidential HR matters is managed by HR / CEO as appropriate.

• Procurement, Supplies and Stock Control

  • Manage routine ordering for centre supplies, refreshments (e.g., Cake Box), and consumables in line with approved supplier lists and spending limits.

  • Maintain stock levels and reorder points; track deliveries and resolve missing/damaged items.

  • Keep a simple procurement / request log and ensure approvals are recorded before purchase where required.

  • Coordinate with the Centre Manager for non-routine purchases and supplier issues.

• Petty Cash and Low-Value Cash Handling (Controlled)

  • Act as centre petty cash custodian: maintain float, issue cash only against receipts, and keep a complete petty cash log.

  • Ensure all receipts are collected, attached, and reconciled monthly.

  • Submit petty cash reconciliation and supporting documentation to Finance by the agreed monthly deadline.

  • (No bank access and no independent authority to approve spend beyond petty cash rules).

• Finance Administration Support (Preparation, not posting)

  • Receive supplier invoices and check completeness (supplier details/VAT, dates, amounts, supporting documents).

  • Apply centre and category tags using the agreed list (e.g., Centre 1/Centre 2 + “supplies / maintenance / events”).

  • Prepare invoice “payment packs” (invoice + approval + delivery note / backup) and submit to Finance.

  • Support expense claim packs by checking forms / receipts are complete before submission to Finance.

• HR Administration Support

  • Support onboarding administration (collect documents per checklist and forward to HR; schedule induction items).

  • Maintain training attendance records and compliance trackers as directed by HR.

  • Ensure personnel documentation is routed securely to HR; do not hold or maintain personnel files.

• Documentation and Office Systems

  • Maintain tidy, consistent filing / scanning and document control for centre operations (forms, registers, templates).

  • Keep shared folders up to date and ensure version control for templates and notices.

  • Support data inputs for the monthly dashboard (attendance / cancellations, petty cash / Revolut, procurement log) within deadlines.

• General Operational Support

  • Assist the Centre Manager with coordination tasks, students’ experiences and outings, meeting follow-ups and action tracking.

  • Identify recurring admin issues and propose simple process improvements to reduce rework and delays.

  • Provide cover for essential front office / admin tasks when required (as agreed).

The minimum requirements for this role are

• Fluency in Maltese and English.

• Computer literate.

• 1 year of experience in a similar role.