Office Administrator

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

Job summary

Sterling Engineering in Galway is seeking an experienced Office Administrator to join on a 6-month contract, supporting the Site Leader and multiple departments. You will manage calendars, meetings, and travel while delivering professional administrative support to ensure smooth day-to-day operations.

Responsibilities include front-desk duties, onboarding, HR admin, events, stakeholder coordination, and site communications, all executed with confidentiality in a fast-paced environment.

Qualifications

• 2+ years' experience in administrative/office support roles.
• Excellent organisational and time-management skills.
• Strong communication and interpersonal skills.
• Professional, discreet, and confidentiality.
• Ability to manage multiple priorities in a fast-paced environment.
• Friendly, approachable and customer-focused demeanor.

Responsibilities

• Manage calendars, meetings, and travel for site leadership.
• Coordinate travel arrangements domestically and internationally.
• Provide general administrative support to Site Leader and team.
• Act as first point of contact for visitors; manage reception.
• Liaise with vendors and maintain office supplies.
• Support onboarding, HR admin, and training records.
• Plan and support site events and employee engagement.
• Coordinate internal communications and site branding.
• Communicate with internal teams and external stakeholders.

Skills

Organisational skills

Time management

Communication

Interpersonal skills

Discretion

Multitasking

Team player

Tools

Microsoft 365

Outlook

Teams

Excel

Word

PowerPoint

IFS ERP

Job description

We are currently recruiting on behalf of our client for an experienced and highly organised Office Administrator to join their Galway site on a 6-month contract. This is a high-visibility, front-facing role supporting the Site Leader and multiple departments across the business. The successful candidate will play an important role in ensuring the smooth and efficient day-to-day running of the office, while providing professional administrative and coordination support. We are looking for someone who is proactive, approachable and comfortable managing multiple priorities in a fast-paced environment.

Key Responsibilities

Executive & Administrative Support

Manage calendars, schedule meetings and coordinate activities for site leadership. Organise internal and external meetings, including meeting logistics, rooms and materials. Coordinate domestic and international travel arrangements. Provide general administrative support to the Site Leader and wider site team.

Office & Facilities Coordination

Act as the first point of contact for visitors, ensuring a professional and welcoming experience. Manage reception and front-desk responsibilities, including visitor coordination. Liaise with vendors and service providers, including maintenance and office supplies. Support the smooth day-to-day operation of the office and site.

HR & Site Administration

Support onboarding activities for new employees. Maintain training records and assist with HR administration as required. Assist with site communications and general administrative processes.

Events & Employee Engagement

Support the planning and delivery of site events, employee activities and engagement initiatives. Assist with internal communications and site branding activities.

Stakeholder Coordination

Communicate professionally and effectively with internal teams, customers and external vendors. Support cross-functional administrative requirements as directed by the Site Leader. Build positive working relationships across the site and with external stakeholders.

Skills & Experience Required

2+ years' experience in an administrative, office administration or office support role. Excellent organisational and time-management skills. Strong communication and interpersonal skills. High level of professionalism, discretion and confidentiality. Ability to manage multiple priorities and work effectively in a fast-paced environment. Strong attention to detail and a proactive approach to problem-solving. Friendly, approachable and customer-focused manner. Ability to work independently while also contributing effectively as part of a wider team.

Desirable Skills

Experience usingMicrosoft 365, including Outlook, Teams, Excel, Word and PowerPoint. Experience withIFS or a similar ERP system would be advantageous but is not essential. Previous experience supporting a site, senior leader or multi-department office environment would be an advantage.