Front Desk Administrator

About the Role

Occupli is hiring a Front Desk Administrator in Cork, County Cork, Ireland. This position is the first contact point for visitors, customers, and clients, and it plays an important part in shaping a welcoming office experience while keeping reception and office activities running smoothly.

Key Responsibilities

• Welcome visitors courteously, confirm the reason for their visit, complete the sign-in procedure, and guide them to the right person or team.
• Respond to incoming telephone calls, handle enquiries, and transfer calls appropriately, including work on a multi-line phone setup.
• Arrange and confirm appointments, meetings, and training room reservations while avoiding scheduling clashes.
• Receive, sort, and distribute incoming letters and parcels, and prepare outgoing mail for dispatch.
• Carry out general administrative support such as data entry, filing, maintaining office supplies, and keeping the reception area organised and presentable.
• Print and issue paperwork and course notes for trainers and learners within required timelines.
• Support visitors and callers by providing accurate information, handling concerns professionally, and helping resolve complaints where needed.
• Help maintain building security by monitoring access, allowing entry only to authorised people, and keeping visitor records and badges up to date.
• Track and help secure course bookings as they arise, and share regular daily and weekly KPI updates so business performance is visible.
• Assist the Document Controller with tasks such as scanning documents, checking the quality of course returns, and escalating any issues.
• Oversee the handling of Safe Pass cards, including preparing them and posting them to the relevant recipients.
• Monitor office stock levels and place supply orders as needed while staying within budget.
• Use office technology such as computers, copiers, and printers and ensure equipment remains in good working order.

Qualifications and Skills

• Strong verbal and written communication skills for dealing with visitors, clients, and colleagues.
• A warm, approachable, and professional manner.
• Good organisation and the ability to manage several tasks efficiently at once.
• Comfort with Microsoft Office tools such as Word, Excel, and Outlook, as well as phone systems and standard office equipment.
• Ability to solve problems quickly and calmly when unexpected situations arise.
• Careful attention to detail and a strong focus on accuracy.
• Reliable, punctual, and responsible with a solid work ethic.
• Prior experience in reception or customer service is an advantage.

Additional Information

This role includes a mix of front-of-house service, office administration, document handling, security support, stock oversight, and KPI reporting. It also involves ensuring that course-related paperwork and Safe Pass materials are processed and dispatched within required timelines.

Terms and Conditions

This is a full-time, onsite role based in Cork, County Cork, Ireland.