Reception | Dublin City Center | Contract

Our client, an established international organisation operating across multiple European offices are looking to recruit an experienced Office & Administration Coordinator.

We are seeking a highly organised, discreet and proactive professional who thrives in a dynamic, fast-paced international environment.

Reporting to the Office Manager, the successful candidate will act as a central coordination point for reception, facilities, administration, events, travel and health & safety functions within a busy corporate office.

1. Reception & General Administration

• Act as first point of contact for visitors, ensuring adherence to visitor procedures
• Manage incoming calls, messages, and call transfers
• Monitor and respond to shared administration mailbox within agreed timelines
• Oversee staff and visitor access cards in line with building security protocols
• Liaise with building management regarding facilities (e.g. temperature, air conditioning)
• Coordinate translation requests (including negotiation of fees and service levels)
• Manage daily incoming and outgoing post
• Provide administrative support to Management and HR (printing, scanning, documentation)
• Maintain office maps and contact lists
• Support the Office Manager across day-to-day operational activities

1. Supplies & Facilities

• Manage office supplies, stock control, and ordering
• Process supplier invoices: collect, scan, obtain approvals, and submit to Accounts Payable
• Assist with annual office budget preparation (data entry and tracking)
• Ensure meeting rooms and stationery areas are maintained to high standards

1. Events Coordination

• Support preparation of partner visits, breakfast meetings, on-site lunches, and ad-hoc events
• Manage meeting room bookings and calendar coordination

1. Travel Management

• Book flights, accommodation, and taxis in accordance with company travel policies
• Support travel insurance claims where required
• Coordinate group travel arrangements for seminars and events

1. Health & Safety

• Assist with implementation of Health & Safety requirements
• Conduct monthly H&S checks
• Ensure adherence to Clean Desk Policy and general office organisation
• Support fire drills, access compliance, ergonomics, and annual off-site BCP testing

1. Administrative & Executive Support

• Provide general secretarial and typing support
• Assist in preparation of presentations and reports
• Maintain procedures documentation and filing systems
• Complete monthly administration credit card reconciliations
• Coordinate Managing Director signature requests (bi-weekly submissions)
• Support special projects and reporting initiatives as required

• Work closely with European offices and partners
• Maintain relationships with suppliers and service providers

• Minimum 3 years' experience in a similar administrative or office coordination role
• Strong proficiency in MS Office and standard business software
• Highly adaptable with the ability to manage multiple priorities
• Proactive, detail-oriented, and exceptionally well organised
• Strong team player with a collaborative mindset
• Experience working internationally and exposure to multicultural environments
• Additional European languages are advantageous
• Absolute discretion and professionalism at all times