Office Administrator

Dublin - Ireland

Monthly Salary: Not Disclosed

Posted on: 07-11-2025

Vacancies: 1 Vacancy

Job Summary

Receptionist/Administrator

Front-of-House & First Point of Contact: Provide a professional reception for ERTO staff clients contractors and visitors; manage all in-person phone and email enquiries in line with contract procedures for correspondence and complaint handling including logging and response/acknowledgement timelines.
Access Control & Visitor Management: Verify identities and pre-authorisation issue visitor badges and control entry to the Affected Property using the site access/intercom systems; ensure access is only for Providing the Service. Maintain a pre-authorised visitor list.
Security Screening & Monitoring: Undertake basic screening/monitoring at reception and escalate any incidents via agreed operational procedures and logs supporting the ERTOs obligations to monitor record and report including daily logs and inputs to the Monthly Service Report where applicable.
Appointments & Pre-Booking Checks: Admit only visitors whose appointments are verified against pre-defined/pre-authorised lists; coordinate with hosts and maintain accurate entry/exit records.
Meeting Rooms & Client Support: Administer meeting-room bookings and give the Service Manager priority access at all times; provide the Service Manager/Client with requested office support within the Control Building (e.g. access to booking system; coordination of furniture fittings IT as directed).
Customer Contact Handling: Triage and route calls/emails (including public enquiries) in accordance with the MOCC and Customer Care Line procedures; ensure consistent scripts/records are used where prescribed and performance information is captured for reporting.
Data Protection & Confidentiality: Handle personal data (e.g. visitor details incident/complaint information recorded calls/CCTV where applicable) strictly in line with GDPR/Data Protection Law and contract requirements ensuring confidentiality and assisting audits/subject-rights processes as required.
ID Cards & Secure Access Coordination: Liaise with Operations/HR to issue and manage staff/client ID credentials and to maintain accurate access permissions in line with site usage restrictions.
Mail Deliveries & Procurement Admin: Control incoming/outgoing post and courier items; receive log and route deliveries; support office/building consumables procurement and stock monitoring in accordance with documented procedures.
Events & Meetings Support: Coordinate logistics for on-site meetings/workshops with the Service Manager and ERTO teams including room set-up and attendee management ensuring priority access and required facilities are available.
Records & Reporting: Maintain accurate visitor logs access records call/email registers and complaint registers; provide timely inputs to the Monthly Service Report and make logs immediately available to the Service Manager upon request.
General Office Administration: Provide day-to-day administrative support to site operations and the Service Manager/Client offices within the building (e.g. stationery/IT access coordination as directed) ensuring facilities remain serviceable and do not encumber Providing the Service.

Qualifications :

Professional friendly attitude
Experience with front of house access control / visitor management
Experienced in dealing with customer contacts in all forms of communication
Strong IT skills (MS Office MS Excel & Outlook)
Excellent organisational skills ability to multitask

Additional Information :

Job Type: Permanent

Location: East Wall Road Dublin 3

Remote Work :

Employment Type :

Full-time

Receptionist/AdministratorFront-of-House & First Point of Contact: Provide a professional reception for ERTO staff clients contractors and visitors; manage all in-person phone and email enquiries in line with contract procedures for correspondence and complaint handling including logging and respons...

Receptionist/Administrator

Front-of-House & First Point of Contact: Provide a professional reception for ERTO staff clients contractors and visitors; manage all in-person phone and email enquiries in line with contract procedures for correspondence and complaint handling including logging and response/acknowledgement timelines.
Access Control & Visitor Management: Verify identities and pre-authorisation issue visitor badges and control entry to the Affected Property using the site access/intercom systems; ensure access is only for Providing the Service. Maintain a pre-authorised visitor list.
Security Screening & Monitoring: Undertake basic screening/monitoring at reception and escalate any incidents via agreed operational procedures and logs supporting the ERTOs obligations to monitor record and report including daily logs and inputs to the Monthly Service Report where applicable.
Appointments & Pre-Booking Checks: Admit only visitors whose appointments are verified against pre-defined/pre-authorised lists; coordinate with hosts and maintain accurate entry/exit records.
Meeting Rooms & Client Support: Administer meeting-room bookings and give the Service Manager priority access at all times; provide the Service Manager/Client with requested office support within the Control Building (e.g. access to booking system; coordination of furniture fittings IT as directed).
Customer Contact Handling: Triage and route calls/emails (including public enquiries) in accordance with the MOCC and Customer Care Line procedures; ensure consistent scripts/records are used where prescribed and performance information is captured for reporting.
Data Protection & Confidentiality: Handle personal data (e.g. visitor details incident/complaint information recorded calls/CCTV where applicable) strictly in line with GDPR/Data Protection Law and contract requirements ensuring confidentiality and assisting audits/subject-rights processes as required.
ID Cards & Secure Access Coordination: Liaise with Operations/HR to issue and manage staff/client ID credentials and to maintain accurate access permissions in line with site usage restrictions.
Mail Deliveries & Procurement Admin: Control incoming/outgoing post and courier items; receive log and route deliveries; support office/building consumables procurement and stock monitoring in accordance with documented procedures.
Events & Meetings Support: Coordinate logistics for on-site meetings/workshops with the Service Manager and ERTO teams including room set-up and attendee management ensuring priority access and required facilities are available.
Records & Reporting: Maintain accurate visitor logs access records call/email registers and complaint registers; provide timely inputs to the Monthly Service Report and make logs immediately available to the Service Manager upon request.
General Office Administration: Provide day-to-day administrative support to site operations and the Service Manager/Client offices within the building (e.g. stationery/IT access coordination as directed) ensuring facilities remain serviceable and do not encumber Providing the Service.

Qualifications :

Professional friendly attitude
Experience with front of house access control / visitor management
Experienced in dealing with customer contacts in all forms of communication
Strong IT skills (MS Office MS Excel & Outlook)
Excellent organisational skills ability to multitask

Additional Information :

Job Type: Permanent

Location: East Wall Road Dublin 3

Remote Work :

Employment Type :

Full-time

Key Skills

Office Manager Experience
Microsoft Office
Data Entry
Microsoft Outlook
Microsoft Word
QuickBooks
Office Experience
Microsoft Excel
Filing
Administrative Experience
Microsoft Outlook Calendar
Bookkeeping

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About Company

Egis Group

Egis is a leading global architecture, consulting, construction engineering and operating firm. We work side by side with clients to build a more balanced, sustainable and resilient world.

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