One of Irelands largest MGAs, is looking to hire a competent detail-orientated Front Office Administrator on a permanent full-time basis to join our busy team. The Front Office Administrator will play a crucial role in ensuring the smooth day-to-day operations of our office. This individual will be responsible for a variety of administrative tasks, managing office supplies, coordinating meetings and events, and providing support to various departments within the organisation. The ideal candidate should possess excellent organisational and communication skills, be proficient in office software, and have the ability to work independently and demonstrate initiative.

Duties (to include but not limited to):

1. Reception Duties:
2. Serve as the first point of contact for visitors, greeting them in a professional and friendly manner.
3. Answer and direct incoming calls to the appropriate personnel.
4. Maintain a tidy and welcoming reception area.

1. Postal Services and Document Management:
2. Manage all incoming and outgoing mail, packages, and courier services.
3. Distribute mail and packages to the appropriate departments or individuals in a timely manner.
4. Generate, print, and prepare documents for mailing.
5. Scan and digitise documents as required, ensuring proper filing and storage.

1. Facilities Management:
2. Oversee the maintenance and upkeep of office facilities, ensuring a clean, safe, and efficient working environment.
3. Manage and organise storage rooms, ensuring they are well-maintained and accessible.
4. Coordinate with building management and external vendors for repairs, maintenance, and other facility-related needs.

1. Office Supplies and Vendor Management:
2. Manage stock levels, ensuring the office is always adequately supplied with necessary items.
3. Monitor and manage office supply budgets, ensuring cost-effective purchasing.
4. Manage relationships with office vendors and suppliers, including negotiating contracts, placing orders, and resolving any issues or discrepancies.
5. Ensure timely payment of vendor invoices and maintain accurate records of transactions.

1. Administrative Support:
2. Provide general administrative support to various departments, including data entry, managing calendars, and assisting with document preparation.
3. Organise and maintain both physical and digital filing systems, ensuring easy access to important documents.
4. Write and maintain office procedures, ensuring they are up-to-date and accessible to all staff.
5. Organise and maintain asset registers, keeping track of office equipment and assets.

1. Meeting and Event Coordination:
2. Schedule and coordinate meetings, ensuring meeting rooms are prepared with necessary equipment and materials.
3. Assist in arranging catering and other logistics for company events and meetings.
4. Organise staff social events, including planning, coordinating logistics, and ensuring events run smoothly.

1. Special Projects:
2. Support special projects and initiatives as assigned by management.
3. Take on additional responsibilities to support the overall success of the organization.

Qualifications:

• Proven experience as an office admin or in a similar role is required.
• Leaving Cert or equivalent; additional education or certifications in office administration is a plus.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Skills:

• Strong organisational and multitasking abilities.
• Excellent verbal and written communication skills.
• Attention to detail and problem-solving skills.
• Ability to work independently and collaboratively in a fast-paced environment.
• Familiarity with office equipment and basic troubleshooting.
• Must have the ability to work independently and demonstrate initiative.

Salary:

The package offered will be competitive and will be tailored to the experience of the candidate.

Supplemental Pay Types:

• Performance Related Bonus (Payable Annually)

Job Type:

• Immediate start
• Full-time
• Permanent
• Fully on-site

If you are a motivated individual with a proactive attitude and the ability to thrive in a dynamic environment, we invite you to apply for our Front Office Administrator position.