Front Office Administrator

An Amazing Career Opportunity for a Front Office Administrator!

Location: Galway, Ireland

Job ID: 48862

This role acts as first point of contact for visitors and contractors entering the facility. The successful candidate will manage the reception desk in a professional and welcoming manner and will ensure all visitor screening protocols are followed.

The Qualified candidate will provide support to Facilities, Finance and HR functions by performing various ad hoc administrative tasks as required.

Who are we? 

HID powers the trusted identities of the world’s people, places, and things, allowing people to transact safely, work productively and travel freely.

We are a high-tech software company headquartered in Austin, TX, with over 4,500 worldwide employees. Check us out here: www.hidglobal.com and https://youtu.be/23km5H4K9Eo 

Essential Duties

• Serving as first point of contact for visitors and providing appropriate assistance.
• Managing incoming telephone enquiries, ensuring messages are directed appropriately.
• Handling and distribution of incoming mail.
• Coordinating outbound courier shipments.
• Maintaining a tidy and well-organised Reception area and First Aid room.
• Ensuring visitor screening is completed in line with established Company procedures.

Primary Duties

• Manage the upload and maintenance of digital content displayed on AV screens sitewide.
• Prepare Facilities related Purchase Order Requisitions through Oracle system.
• Manage meeting room booking requests through the internal system, resolve any scheduling conflicts.
• Ensure the Boardroom is prepared and appropriately stocked ahead of scheduled meetings and that AV equipment is fully functional.
• Organise catering for meetings and events and manage timely invoice processing.
• Arrange accommodation, transportation and other hospitality services for visitors.
• Maintain internal distribution lists, coordinating any additions, removals to lists.
• Prepare and distribute weekly visitor sheet across the site.
• Manage security badge issuance for employees and visitors, ensuring accurate tracking and audit compliance.
• Monitor stationery supplies and place orders as required.
• Assist with corporate card administration and maintain up-to-date HR policy documentation within internal systems.
• Attend training as required.
• Ensure compliance with environmental, security and health & safety regulations.
• Develop and maintain strong working relationships with colleagues.
• Must always work in a confidential manner and with discretion.

Essential Qualifications

• Must have exceptional verbal and written communication skills.
• Proficient in Outlook including calendar management.
• Excellent MS Office suite ability.
• Excel and PowerPoint.

Work Requirements

• Compliance with all relevant HID Global policies and procedures related to Quality, Security, Safety, Business Continuity, and Environmental systems.
• Travel and fieldwork, including international travel may be required. Therefore, employee must possess, or be able to acquire a valid passport.
• Must be legally eligible to work in the country in which you are hired.
• HID Global will not offer immigration sponsorship or assume sponsorship of an employment visa for this position.
• International relocation or remote work arrangements outside of the hiring country will not be considered.

What we can offer you:

• Competitive salary and rewards package.
• Competitive benefits and annual leave offering, allowing for work-life balance.
• A vibrant, welcoming & inclusive culture.
• Extensive career development opportunities and resources to maximize your potential.
• To be a part of a global organization that is pioneering the hardware, software and services that allow people to confidently navigate the physical and digital worlds.

Why apply? 

• Empowerment: You’ll work as part of a global team in a flexible work environment, learning and enhancing your expertise. We welcome an opportunity to meet you and learn about your unique talents, skills, and experiences. You don’t need to check all the boxes. If you have most of the skills and experience, we want you to apply.
• Innovation: You embrace challenges and want to drive change. We are open to ideas, including flexible work arrangements, job sharing or part-time job seekers.
• Integrity: You are results-orientated, reliable, and straightforward and value being treated accordingly. We want all our employees to be themselves, to feel appreciated and accepted.

HID does not accept unsolicited resumes from headhunters, recruitment agencies, or fee-based recruitment services. We are not responsible for any fees related to unsolicited resumes.

HID is committed to building a diverse, equitable, and inclusive workforce that reflects the global communities we serve. As an equal opportunity employer, we welcome applications from individuals of all backgrounds, experiences, and perspectives. We evaluate applicants without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, disability, age, veteran status, or any other legally protected characteristic. Our goal is to create a workplace that empowers everyone to thrive and be their authentic selves, fostering an environment of mutual respect and inclusivity. If you have a disability and require assistance or accommodation to participate in the application process or to perform essential job functions, please contact accommodations-ext@hidglobal.com.

Please be aware that our recruitment process may include the use of AI-powered tools to assist in screening applicant resumes. These tools help us efficiently identify candidates whose qualifications and skills align with the job description. We use AI in a responsible manner and in accordance with applicable data privacy laws and regulations. Importantly, all applicants are reviewed by our Talent Acquisition team. AI is used to support, not replace, human judgment in the evaluation process. 

We make it easier for people to get where they want to go!
On an average day, think of how many times you tap, twist, tag, push or swipe to get access, find information, connect with others or track something.  HID technology is behind billions of interactions, in more than 100 countries.  We help you create a verified, trusted identity that can get you where you need to go – without having to think about it.  
 
When you join our HID team, you’ll also be part of the ASSA ABLOY Group, the global leader in access solutions. You’ll have 63,000 colleagues in more than 70 different countries. We empower our people to build their career around their aspirations and our ambitions – supporting them with regular feedback, training, and development opportunities. Our colleagues think broadly about where they can make the most impact, and we encourage them to grow their role locally, regionally, or even internationally. As we welcome new people on board, it’s important to us to have diverse, inclusive teams, and we value different perspectives and experiences.

 #LI-HIDGlobal