Office Administrator

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

Job summary

Quasar Medical in Galway, Ireland is seeking a highly organized Office Administrator to support the site leader and multiple departments. You will manage calendars, coordinate meetings and travel, and ensure smooth day-to-day operations in a cleanroom manufacturing environment.

This role requires discretion, professionalism and the ability to handle competing priorities. You will support onboarding, HR administration, site communications and events, working with vendors and internal teams.

Qualifications

• 2+ years’ experience in an administrative or office support role.
• Strong organisational and time management skills in a fast-paced environment.
• Excellent communication and interpersonal skills.
• High level of professionalism and confidentiality.
• Ability to manage multiple priorities and adapt quickly.
• Strong attention to detail.

Responsibilities

• Manage calendars, schedule meetings, and coordinate site leadership activities.
• Organise internal and external meetings, including logistics and materials.
• Coordinate domestic and international travel arrangements.
• Act as the first point of contact for visitors, ensuring a professional and welcoming experience.
• Manage reception/front desk responsibilities and visitor coordination.
• Liaise with vendors and service providers (e.g., maintenance, office supplies).
• Support onboarding activities for new employees and HR administration as required.
• Help coordinate site communications and administrative processes and events.
• Communicate effectively with internal teams, customers, and external vendors.

Skills

Organisational skills

Communication

Discretion

Confidentiality

Tools

Microsoft 365 Suite

IFS ERP

Job description

Job Description

Requisition ID#: N/A Job Title: Office Administrator Division/Department: QIE Location: Galway, Ireland Reports to: Director, NPD + Operations, Site Leader FLSA Status: Type of position: Shift: Exempt Nonexempt

Full-Time Temporary Full-Time Part-Time Temporary Part-Time Production

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Job Summary We are seeking a highly organised and proactive Office Administrator to support the Galway site. Reporting to the Site Leader, this role will provide administrative support across multiple departments, with a primary focus on enabling the Site Leader and ensuring the smooth day-to-day running of the office. This is a high-visibility, front-facing position requiring professionalism, discretion, and a strong ability to manage competing priorities.

Essential Job Duties and Responsibilities Executive & Administrative Support

• Manage calendars, schedule meetings, and coordinate site leadership activities
• Organise internal and external meetings, including logistics and materials
• Coordinate domestic and international travel arrangements Office & Facilities Coordination
• Act as the first point of contact for visitors, ensuring a professional and welcoming experience
• Manage reception/front desk responsibilities and visitor coordination
• Liaise with vendors and service providers (e.g., maintenance, office supplies)
• Support general office operations to ensure a smooth, efficient workplace HR & Site Administration
• Support onboarding activities for new employees
• Maintain training records and assist with HR administration as required
• Help coordinate site communications and administrative processes Events & Engagement
• Support planning and execution of site events and employee activities
• Assist with internal communications and site branding initiatives Stakeholder Coordination
• Communicate effectively with internal teams, customers, and external vendors
• Support cross-functional administrative needs as directed by the Site Leader

Education and Experience Requirements

• 2+ years’ experience in an administrative or office support role
• Strong organisational and time management skills in a fast-paced environment
• Excellent communication and interpersonal skills
• High level of professionalism and confidentiality
• Ability to manage multiple priorities and adapt quickly
• Strong attention to detail

Preferred Skills and Abilities

• Experience with Microsoft 365 (Outlook, Teams, Excel, Word, PowerPoint)
• Experience with IFS or similar ERP systems desired but not essential.
• Can-do attitude with a proactive, solutions-focused mindset
• Friendly, approachable, and customer-focused
• Strong sense of ownership and accountability
• Ability to work independently while supporting a wider team

Working Conditions and Physical Demands While performing the duties of this job, the employee is regularly required to look at a computer screen, reports and other documents. The employee is regularly required to use their hands on a computer keyboard or a calculator. The employee is regularly required to sit, talk, hear and interact with other employees. The employee is regularly required to stand and walk.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

On-site role in a cleanroom and controlled manufacturing environment.

Travel Required None Minimal Estimated _%

Equal Opportunity Statement

Quasar Medical provides equal employment opportunity to all applicants and employees. No person is to be discriminated against in any aspect of the employment relationship due to race, religion, color, sex, age, national origin, ancestry, disability, sexual orientation, gender identity, genetic information, citizenship status, marital status, pregnancy, veteran status, or any other status protected by applicable federal, state, or local law.

All employment offers are contingent upon successful completion of our pre-employment drug screening and background/criminal check, consistent with applicable laws.