Administrator/Receptionist

TOBIN, a large multi-disciplinary (engineering, environmental, planning) consultancy practice operating in Ireland since 1952, is currently looking to recruit an Administrator/Receptionist to join our busy and growing team in our Galway Office.

This is a varied and challenging role where time management and attention to detail will be key and essential attributes for the individual assuming the role. The Administrator/Receptionist will support the administrative needs of the Building & Infrastructure division and will also be responsible for managing the main reception of the Galway office. The Administrator/Receptionist will work closely with and report to the Office Manager.

This role is fully office-based.

Key Tasks and Responsibilities:

• Assisting with project and proposal administration, ensuring compliance with system processes and procedures- Ongoing Monthly

• Assist with the preparation of proposal correspondence, ensuring all information is up to date on Union Square (internal systems)- Ongoing

• Assistance with the upkeep of management spreadsheets, data entry and document management- Ongoing

• Drafting project documentation such as Minutes, meeting records, letters etc – Ongoing

• Preparation of templates and other standard documents – Periodically

• Assisting project teams in the preparation of presentations and collation of information

• Performing data entry tasks on a recurring basis such as the upkeep of commitments register, recording turnover figures.

• Assist with the alignment of critical project information on Union sq. and period reviews of same.

• Ensuring supplier information is up to date and recorded internally

• Assist with the co-ordination of Monthly Invoicing and preparation of drafts invoices for PM’s based on an agreed schedule- Ongoing Monthly

• Updating B&I monthly actual billing with account information a draft summary report on critical items – Ongoing Monthly

• Compliance ISO checks for Proposals and Projects – Periodically

• Assist in the printing and preparation of Submission documents for Planning, Fire Safety and tender documents – Periodically

• Assist with collation and co-ordination of Main Consultancy Agreement (our agreements with clients) and also Sub-Consultancy agreements. – Ongoing Monthly

• General Administration assistance within the B&I division.

Reception Duties

• Coordinate front desk activities and the efficient management of incoming calls & emails including taking accurate notes

• Greet and welcome visitors / clients to the office

• Maintenance of the reception area and meeting rooms

• Monitor staff movements in and out of the office

• Monitor visitor access and maintain security awareness

• Management & Distribution of incoming post and other deliveries

• Management of outgoing post, parcels and other items (incl. Couriers)

• There will be an additional requirement to provide general administrative support and performing other relevant duties for other core divisions, when needed.

Requirements & Skills

• Working knowledge of Microsoft Word, Excel, and Outlook

• Strong attention to detail with the ability to multi-task and prioritise tasks

• Solid and professional written and verbal communication skills

• The ability to work on your own initiative

• Excellent time management and organisational skills

• Previous administrative and/or receptionist experience in the construction, engineering or professional services industry would be an advantage

• Experience working on a team and owning a team-player mentality

• A natural flair for and enjoy dealing with people and, always strive to provide the best customer service

Note: The above is not an exhaustive list of duties and may vary as necessitated by your evolving role and the overall business objectives of the company. The post-holder will be required to maintain and enhance their knowledge, skills, and aptitudes necessary to respond to a changing environment.

How to Apply:

If you feel that this opportunity is something you may be interested in and would like an opportunity to discuss the matter further, please forward your c.v. to hr@tobin.ie