Galway Reception & Admin Coordinator (12-Month Contract)

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

Job summary

TOBIN, an AtkinsRéalis company, is seeking an Administrator/Receptionist to join our Galway office on a 12-month fixed-term contract. This role provides administrative support across multiple teams and acts as the first point of contact for visitors and clients.

Based in Galway, the role is on-site with responsibilities spanning project and general administration, reception duties, and ensuring smooth daily operations.

Qualifications

• Previous experience in an administration, reception or office support role.
• Strong organisational skills with excellent attention to detail.
• Good written and verbal communication skills.
• Professional and friendly approach when dealing with colleagues, clients and visitors.
• Strong Microsoft Office skills, particularly Word, Excel, Outlook and PowerPoint.
• Ability to manage multiple tasks and priorities in a busy office environment.
• Proactive, flexible approach and ability to work both independently and as part of a team.

Responsibilities

• Provide administrative support to project teams and assist with project and proposal administration.
• Support the preparation of proposal correspondence and ensure relevant information is accurate and up to date.
• Maintain management spreadsheets, databases and internal records.
• Draft and format project documentation, including meeting minutes, records, letters and standard templates.
• Assist project teams with presentations and the collation of project information.
• Maintain and update vendor information and internal records.
• Assist with the coordination of monthly invoicing and preparation of draft invoices.
• Support the printing, collation and preparation of planning, fire safety and tender submission documents.
• Assist with the collation and coordination of consultancy agreements.
• Complete recurring data entry and document management tasks.
• Provide general administrative support across multiple divisions as required.
• Coordinate front desk activities and manage incoming calls and emails in a professional and efficient manner.
• Greet and welcome visitors and clients to the Galway office.
• Maintain the reception area and meeting rooms to a high standard.
• Monitor staff and visitor movements and maintain appropriate visitor records.
• Manage and distribute incoming post, deliveries and correspondence.
• Coordinate outgoing post, parcels and couriers.
• Provide general support to ensure the smooth day-to-day running of the office.

Skills

Organisational skills

Written communication

Verbal communication

Multitasking

Professional approach

Team player

Proactive / flexible

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

PowerPoint

Job description

TOBIN, an AtkinsRéalis company, is seeking an Administrator/Receptionist to join our Galway office on a 12-month fixed-term contract. This role provides administrative support across multiple teams and acts as the first point of contact for visitors and clients.

Based in Galway, the role is on-site with responsibilities spanning project and general administration, reception duties, and ensuring smooth daily operations.