Office Administrator

Overview
We are seeking a proactive, assertive, and highly organised Office Administrator to oversee the day-to-day organisation and smooth running of our clients office. This is a pivotal role with clear scope to grow over time, expanding responsibilities as the business develops.
Key Responsibilities

• Manage the general administration and organisation of the office, ensuring an efficient and well-structured working environment
• Act as the first point of contact for office queries, suppliers, and visitors (as applicable)
• Coordinate office supplies, ordering, stock control, and supplier relationships
• Maintain office systems, filing (digital and physical), and document control
• Support scheduling and diary management for meetings; prepare rooms, materials, and follow-ups
• Assist with onboarding administration (e.g., workspace setup, access, documentation coordination)
• Coordinate travel and accommodation bookings if required
• Support basic finance administration (e.g., invoice processing, PO tracking, expense submissions) depending on company needs
• Maintain records, trackers, and internal logs to support operational visibility
• Identify inefficiencies and implement improvements to office processes and ways of working
• Provide ad hoc administrative support to teams as needed

Candidate Profile

• Proactive self-starter who anticipates needs and takes ownership without being prompted
• Assertive and confident communicator, able to challenge appropriately and drive actions to completion
• Exceptionally organised, with strong attention to detail and ability to juggle multiple priorities
• Calm under pressure, solutions-focused, and comfortable working at pace
• Discreet and trustworthy when handling sensitive information
• Strong stakeholder management skills across different functions and seniority levels

• Previous experience in an office administration / office coordinator / admin support role
• Strong working knowledge of MS Office (Outlook, Word, Excel, Teams); confident using systems and learning new tools
• Excellent written and verbal communication skills
• Proven ability to manage competing deadlines and maintain high accuracy
• Experience coordinating suppliers, office operations, or facilities tasks is beneficial.

KSGalway
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Gi Group Holdings Recruitment Limited are proud founding members of Menopause in business, corporate members for Neurodiversity in business, Disability Confident committed members, Gold status for the Armed Forces Covenant, Bronze trail blazers for Racial Equality matters and Age Friendly Employer pledge members.

Gi Group Holdings Recruitment Limited group of companies includes Gi Recruitment Limited, Draefern Limited, Gi Group Recruitment Ltd, INTOO (UK) Limited, Marks Sattin (UK) Limited, TACK TMI UK Limited, Grafton Professional Staffing Limited, Encore Personnel Services, Gi Group Ireland Limited and Kelly Services (UK) Ltd. Gi Group Ireland Limited are acting as an Employment Agency in relation to this role.

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