Front Office Administrator

About the role

The Front Office Administrator will be the first point of contact for visitors and contractors at our Galway facility. You will manage the reception desk, ensure visitor screening procedures are followed, and provide administrative support to Facilities, Finance, and HR teams.

Key responsibilities

• Greet visitors, manage incoming calls and direct messages appropriately.
• Handle and distribute incoming mail and coordinate outbound courier shipments.
• Maintain a tidy reception area and First Aid room.
• Upload and maintain digital content on site‑wide AV screens.
• Prepare Facilities purchase order requisitions using the Oracle system.
• Manage meeting‑room bookings, resolve scheduling conflicts, and set up boardrooms with functional AV equipment.
• Organise catering, accommodation, transportation and hospitality services for visitors.
• Maintain internal distribution lists and weekly visitor sheets.
• Issue and track security badges for employees and visitors.
• Monitor stationery supplies, process corporate card administration, and keep HR policy documentation up‑to‑date.
• Ensure compliance with environmental, security, health and safety regulations.

Required profile

• Exceptional verbal and written communication skills.
• Ability to work confidentially and with discretion.
• Strong organisational skills and attention to detail.
• Willingness to attend training and comply with company policies.

Required skills

• Proficiency in Microsoft Outlook (calendar management).
• Advanced knowledge of Microsoft Office suite, including Excel and PowerPoint.
• Experience using Oracle for purchase order processing.