Job Specification
Receptionist / Office Administrator
Location: Universal Graphics Ltd, Gortakeegan, Co. Monaghan
Department: Administration
Reports To: Commercial Director
Employment Type: Full-Time, Permanent & On-site
Position Summary
Universal Graphics Ltd is seeking an organised, professional, and customer-focused Receptionist / Office Administrator to be the first point of contact for visitors, customers, suppliers, and employees. The successful candidate will manage the reception area, provide administrative support across all departments, and help ensure the smooth day-to-day operation of the office.
This role requires excellent communication skills, strong attention to detail, and the ability to manage multiple tasks in a fast-paced environment.
Key Responsibilities
Reception & Front of House
- Welcome visitors, customers, suppliers, and contractors in a professional and courteous manner.
- Manage incoming telephone calls and direct enquiries to the appropriate team members.
- Maintain the reception area, meeting rooms, and visitor records.
- Coordinate visitor sign-in procedures and health & safety requirements.
- Manage incoming and outgoing post, courier services, and deliveries.
Administration
- Provide administrative support to management and departmental teams.
- Prepare, format, and distribute correspondence, reports, presentations, and documents.
- Maintain electronic and paper filing systems.
- Order and manage office stationery and consumables.
- Assist with document control and company records management.
- Update company databases, CRM systems, and administrative records.
Customer Service Support
- Respond to general customer enquiries via telephone and email.
- Assist with processing customer requests and directing enquiries efficiently.
- Support sales, production, and project teams with administrative tasks.
- Maintain professional relationships with customers and suppliers.
Scheduling & Coordination
- Organise meetings, appointments, and room bookings.
- Coordinate travel arrangements where required.
- Prepare meeting agendas and circulate documents.
- Take meeting notes and distribute action items when required.
Finance & Purchasing Support
- Assist with purchase order administration.
- Support accounts departments with invoice processing and filing.
- Reconcile supplier statements and documentation when required.
- Process expense claims and maintain supporting records.
- Maintain petty cash account.
Health, Safety & Compliance
- Support office compliance with company policies and procedures.
- Maintain visitor logs and contractor documentation.
- Assist with training records and compliance administration.
- Ensure confidential information is handled appropriately and in accordance with GDPR requirements.
Knowledge, Skills & Experience
Essential Requirements
- Minimum of 2 years' experience in a receptionist, office administration, or customer service role.
- Excellent verbal and written communication skills.
- Strong organisational and time management abilities.
- Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
- Professional telephone manner and customer-focused approach.
- Ability to prioritise workload and work independently.
- High level of accuracy and attention to detail.
Desirable Requirements
- Experience within a manufacturing, printing, signage, or graphics environment.
- Familiarity with CRM or ERP systems.
- Understanding of purchasing and invoice administration processes.
- Experience supporting multiple departments.
Personal Attributes
The successful candidate will demonstrate:
- Professional and positive attitude.
- Strong interpersonal skills.
- Reliability and discretion.
- Ability to work under pressure and meet deadlines.
- Flexibility and willingness to assist across departments.
- Problem-solving mindset.
- Commitment to excellent customer service.
Key Performance Indicators (KPIs)
- Reception and telephone enquiries handled professionally and efficiently.
- Accuracy of administrative records and filing systems.
- Timely processing of correspondence and documentation.
- Effective management of office supplies and facilities.
- Positive feedback from customers, suppliers, and colleagues.
- Compliance with company procedures and GDPR requirements.
Salary & Benefits
- Competitive salary commensurate with experience.
- Company pension scheme.
- Training and development opportunities.
- Employee wellbeing initiatives.
- Supportive team environment within a growing business.
- Salary range €25,000 to €30,000
Job Type: Full-time
Pay: €25,500.00-€30,000.00 per year
Benefits:
- Bike to work scheme
- Company events
- Company pension
- On-site parking
- Sick pay
Education:
- Leaving Certificate (required)
Experience:
- Microsoft Office: 3 years (required)
- Administration: 2 years (required)
Work authorisation:
Work Location: In person
