Front Office Administrator

Role overview

This position is the main welcoming contact for visitors and contractors arriving at the site in Galway, Ireland. The role requires a polished reception presence, consistent follow-through on visitor screening procedures, and reliable administrative support across Facilities, Finance, and HR.

About the company

HID develops trusted identity solutions that help people, places, and things interact securely. The organization is a global technology business headquartered in Austin, Texas, with more than 4,500 employees worldwide and is part of the ASSA ABLOY Group, which operates in over 70 countries.

Key responsibilities

• Welcome visitors and contractors, respond to their needs, and maintain a professional front desk experience.
• Answer incoming calls, route messages correctly, and manage general telephone enquiries.
• Receive, sort, and distribute incoming post and courier deliveries.
• Arrange outgoing courier dispatches.
• Keep the reception area and first aid room clean, organized, and presentable.
• Follow and enforce company visitor screening procedures at all times.
• Update and maintain digital information shown on site AV screens.
• Raise Facilities purchase order requisitions in Oracle.
• Handle meeting room reservations, identify clashes, and resolve scheduling issues.
• Prepare the boardroom before meetings and verify that AV equipment is working properly.
• Organize catering for meetings and events and support invoice processing in a timely way.
• Coordinate visitor accommodation, transport, and other hospitality arrangements.
• Maintain internal distribution lists by adding or removing contacts as needed.
• Prepare and circulate the weekly visitor sheet for the site.
• Issue and track security badges for employees and visitors while maintaining audit-ready records.
• Monitor stationery stock and place replenishment orders when required.
• Support corporate card administration and keep HR policy documents current in internal systems.
• Attend training sessions as needed.
• Work in line with environmental, security, and health and safety requirements.
• Build and sustain positive working relationships across teams.
• Handle all matters with confidentiality and discretion.

Required skills and experience

• Strong verbal and written communication skills.
• Proven ability to use Outlook, including calendar coordination.
• Good working knowledge of the Microsoft Office suite.
• Comfortable using Excel and PowerPoint.

Benefits and work environment

• Competitive salary and rewards package.
• Competitive benefits and annual leave designed to support work-life balance.
• Inclusive, energetic, and welcoming workplace culture.
• Access to development resources and career growth opportunities.
• Opportunity to contribute to a global organization working on hardware, software, and services for secure identity and access.
• Flexible work environment with openness to ideas such as flexible arrangements, job sharing, or part-time interest.

Additional information

Applicants should already have legal authorization to live and work in Ireland. Immigration sponsorship is not available for this role, and relocation or remote work outside the hiring country will not be considered. HID also uses an AI-powered screening tool during initial review; it assists recruiters by summarizing qualifications, skills, and experience, but does not make hiring decisions. Candidates may request a human review if they believe the tool has not reflected their application accurately.

Equal opportunity statement

The company is committed to building a diverse, equitable, and inclusive workforce. Applications are welcomed from people of all backgrounds, identities, and experiences. If a disability requires accommodation during the application process or to perform job duties, assistance is available on request.

Recruitment policy

Unsolicited resumes from agencies, headhunters, or fee-based recruiters are not accepted, and no related fees will be paid.