Front Office Administrator

Jobtailor; Galway; On-site; EUR 28,000 - 36,000; Full time

Job summary

Jobtailor in County Galway is seeking a professional Reception/Facilities Coordinator to act as the first point of contact for visitors and manage administrative tasks across reception, HR policy docs and security badge issuance.

You will handle phones, mail, courier logistics, AV content, meeting room bookings, catering, and travel arrangements while maintaining compliance with health, safety and environmental standards.

Qualifications

• Must have exceptional verbal and written communication skills.
• Proficient in Outlook including calendar management.
• Excellent MS Office suite ability. Excel and PowerPoint.
• Compliance with all relevant policies and procedures.
• Travel and fieldwork may be required; valid passport required.
• Legally eligible to work in Ireland.

Responsibilities

• Serve as first point of contact for visitors and provide assistance.
• Manage incoming telephone enquiries and direct messages appropriately.
• Handle and distribute incoming mail and courier shipments.
• Maintain reception area and First Aid room in an organised manner.
• Screen visitors in line with Company procedures.
• Manage upload and maintenance of digital AV content sitewide.
• Prepare Purchase Order Requisitions via Oracle system.
• Coordinate meeting room bookings and resolve scheduling conflicts.
• Ensure Boardroom and AV equipment are ready for scheduled meetings.
• Arrange catering and process timely invoices for meetings and events.
• Arrange accommodation and transport for visitors as needed.
• Maintain internal distribution lists and weekly visitor sheet.
• Issue and audit security badges for employees and visitors.
• Monitor stationery and place supply orders.
• Assist with corporate card administration and HR policy documentation.
• Attend required training and ensure health, safety, and environmental compliance.
• Build strong working relationships and maintain confidentiality.

Skills

Communication

Outlook

MS Office

Discretion

Tools

Oracle

Job description

Responsibilities

• Serving as first point of contact for visitors and providing appropriate assistance.
• Managing incoming telephone enquiries, ensuring messages are directed appropriately.
• Handling and distribution of incoming mail.
• Coordinating outbound courier shipments.
• Maintaining a tidy and well‑organised Reception area and First Aid room.
• Ensuring visitor screening is completed in line with established Company procedures.
• Managing the upload and maintenance of digital content displayed on AV screens sitewide.
• Preparing Facilities related Purchase Order Requisitions through the Oracle system.
• Managing meeting room booking requests through the internal system, resolving any scheduling conflicts.
• Ensuring the Boardroom is prepared and appropriately stocked ahead of scheduled meetings and that AV equipment is fully functional.
• Organising catering for meetings and events and managing timely invoice processing.
• Arranging accommodation, transportation and other hospitality services for visitors.
• Maintaining internal distribution lists, coordinating any additions or removals.
• Preparing and distributing the weekly visitor sheet across the site.
• Managing security badge issuance for employees and visitors, ensuring accurate tracking and audit compliance.
• Monitoring stationery supplies and placing orders as required.
• Assisting with corporate card administration and maintaining up‑to‑date HR policy documentation within internal systems.
• Attending training as required.
• Ensuring compliance with environmental, security and health & safety regulations.
• Developing and maintaining strong working relationships with colleagues.
• Always working in a confidential manner and with discretion.

Requirements

• Must have exceptional verbal and written communication skills.
• Proficient in Outlook including calendar management.
• Excellent MS Office suite ability. Excel and PowerPoint.
• Compliance with all relevant HID Global policies and procedures related to Quality, Security, Safety, Business Continuity, and Environmental systems.
• Travel and fieldwork, including international travel, may be required. Therefore, the employee must possess, or be able to acquire, a valid passport.
• Must be legally eligible to work in the country in which you are hired.