Front Office Administrator – Galway

About the role

We are looking for a highly organised Front Office Administrator to be the first point of contact for visitors and callers at our Galway site. The role combines reception duties with administrative support for facilities, meetings and visitor services.

Key responsibilities

• Manage incoming telephone enquiries, direct messages and handle mail distribution.
• Maintain the reception area and First Aid room, ensuring they are tidy and well‑stocked.
• Upload and maintain digital content on site‑wide AV screens.
• Prepare facilities‑related purchase order requisitions using the Oracle system.
• Coordinate meeting‑room bookings, resolve scheduling conflicts and ready the boardroom with required AV equipment and catering.
• Arrange accommodation, transport and hospitality services for visitors.
• Maintain internal distribution lists and weekly visitor sheets.
• Issue and track security badges for employees and guests.
• Monitor stationery supplies, process corporate card administration and keep HR policy documents up to date.
• Support compliance with environmental, security and health & safety regulations.

Required profile

• Exceptional verbal and written communication skills.
• Ability to work confidentially and with discretion.
• Proactive, detail‑oriented and able to build strong working relationships.

Required skills

• Proficiency in Outlook, including calendar management.
• Strong command of the MS Office suite (Excel, PowerPoint, Word).
• Experience using Oracle for purchase order processing.