Human Resources Administrator (Trilingual EN/PT/ES) (recruiting from Malta and abroad)

We are seeking a highly organized, proactive, and service-oriented Trilingual (EN/PT/ES) Human Resources Administrator. In this role, you will serve as the primary anchor for our global workforce and local office operations. You will manage the entire employee lifecycle—including critical immigration and work permit processes—while overseeing daily facilities management.

Additionally, you will act as a trusted point of contact for employee interventions, resolving workplace issues with empathy, diplomacy, and professionalism.

Key Responsibilities

1. HR Administration & Employee Lifecycle Query Management: Act as the primary point of contact for employee inquiries regarding payroll, benefits, leave management, and company policies in English, Portuguese, and Spanish. Onboarding & Offboarding: Coordinate the administrative journey for new hires and departing staff, ensuring flawless documentation, system updates, and cross-departmental coordination. HRIS & Compliance: Maintain and audit employee records within the HRIS, ensuring strict data integrity and legal compliance (including GDPR). Documentation & Translation:Localize and translate internal announcements, policy handbooks, and contracts to ensure seamless communication across linguistic regions.
2. Work Permit & Immigration Management End-to-End Processing: Prepare, compile, and submit work permit applications, renewals, and relocation documentation such as visas to relevant government authorities. Compliance Tracking:Monitor expiration dates, track application statuses, and proactively guide foreign nationals through their immigration and employment requirements. Liaison: Act as the main interlocutor between the company, legal advisors, and immigration authorities.
3. Employee Interventions & Relations Issue Resolution: Serve as the first line of intervention when employee issues, grievances, or conflicts arise. Conflict Mediation:Conduct sensitive, empathetic, and objective discussions with employees to de-escalate issues and find fair resolutions. Cross-Departmental Collaboration: Partner with Payroll and Operations to address complex discrepancies, performance concerns, or behavioral issues.
4. Facilities & Office Coordination Office Operations: Oversee daily office operations, maintaining a welcoming, safe, and fully stocked physical workplace environment. Providers: Manage relationships with external providers (cleaning services, maintenance, landlords, IT support) and track office assets/supplies. Health & Safety: Ensure the workplace complies with local health and safety regulations.

Requirements

Native or professional fluency (C1/B2 minimum) in English, Portuguese, and Spanish is highly valued for both written and verbal communication. Experience: 3 years of experience in HR administration, office management, or a blended operational role, with at least 1 year in Malta. Immigration Knowledge: Proven experience handling work permit preparations, submissions, and dealing with immigration bureaucracy.

Intervention & Diplomacy:Strong emotional intelligence with demonstrated experience handling sensitive employee interventions and conflict resolution. Discretion & Ethics: Absolute integrity and proven ability to manage highly confidential employee data and sensitive organizational matters. Communication: Exceptional interpersonal skills with a "people-first" mindset and the ability to explain complex legal or company policies clearly.

Technical Literacy: Proficiency in HRIS platforms, office management software, and modern IT/AI productivity tools.

Benefits

A gross annual salary of 18k or above will be offered, depending on the level of the role, qualifications and experience. The Latino Agent is a licensed recruitment and temporary work/outsourcing agency. Established in Malta since 2018, The Latino Agent has built up an extensive network of clients and vacancies which we can proactively match with your profile.

We are experts in labour migration and can accompany you in this process, whether you are relocating from abroad and seeking your first job in Malta or are already in Malta looking for a better opportunity.