Office Administrator

As Office Administrator, you will be the first point of contact for our company. Your duties will include offering administrative support across the organization. You will welcome Clients and greet customers who visit the business. You will also coordinate front-desk activities, including distributing correspondence and redirecting phone calls.

Core Competencies:

• Assist clients, staff and customers whilst being patient, empathetic, and passionately communicative.
• Problem-solving with customer care and experience in mind, gathering all relevant information and developing a plan of action to respond to issues arising.
• Organised and efficient with an ability to prioritise time sensitive tasks.
• An excellent communicator, reliable and customer-oriented, as you’ll serve as a primary point of contact for our customers.
• Excellent IT skills required as all systems are cloud based management systems

Core Responsibilities:

• Scheduling and Managing Rosters for approval by Management by Thursday of each week
• Approving payroll information each week to send to the accounts department
• Create and maintain HR files including contracts of employment, company handbook distribution, annual leave requests and uniforms for cleaning operatives
• Key holder of Queen of Clean Office – Responsible for opening & closing procedure
• Main point of contact for existing clients/staff
• Respond to guest/client/staff queries in a timely and accurate way, via phone, email or social media chat
• Assit in Interviewing potential employees and assist with employee onboarding processes
• Coordinate client appointments, site visits, schedules - create quotations for potential clients and then follow up after submitting
• Work with finance team to track and maintain financial records and client notes for billing
• Identify customer needs and help customers with any issues arising
• Direct visitors to the appropriate person and office
• Answer, screen and forward incoming phone calls
• Perform other administrative duties such as filing, photocopying and transcribing

Secondary Responsibilities:

• Provide basic and accurate information in-person and via phone/email
• Receive, sort and distribute daily mail/deliveries
• Order front office supplies and keep inventory of stock
• Update calendars and schedule meetings
• Liaising with contractors when necessary
• Update our internal databases with information about issues and useful discussions with customers
• Monitor customer complaints and reach out to help resolve the issues, follow up with clients once issues are resolved
• Recommend and implement improvements to enhance office efficiency

Friday: 8.30am – pm

• This is subject to change as the company needs change however this will always be discussed and negotiated with you prior to implementation.

Remuneration & Other Benefits:

• Annual Salary of €31,000 - €36,500 ( open to negotiation )
• 20 paid days off plus 9 public holidays as paid days off.
• Salary Reviewed annually
• Training & Development Courses paid for by Qo C.

Additional pay:

• Performance bonus
• Yearly bonus

Benefits:

• Bike to work scheme
• Employee discount
• On-site parking
• Store discount

Schedule:

• 8 hour shift
• Monday to Friday
• No weekends

Ability to commute/relocate:

• Galway, CO. Galway: reliably commute or plan to relocate before starting work (required)

Experience:

• Microsoft Office: 3 years (required)
• Administration: 4 years (required)

Language:

• fluent English (required)

Work authorisation:

• Ireland (required)

Expected start date: 28/10/2024