Services Administrator - Galway

Role Overview

The successful candidate will join a committed team working to prevent homelessness in Ireland by providing a high-quality advice and advocacy service to Thresholds clients. You will also contribute to the overall development of Threshold as an organisation working to address the underlying causes of housing problems and homelessness.

The Services Administrator position provides reception, secretarial and administrative support as part of the facilities team. The responsibilities of the Services Administrator will include records management, financial recording, data collection and database maintenance. The successful candidate must have empathy for the clients, together with excellent communication, organisational, administrative and IT skills.

Reporting to:       Facilities Lead

Location:            Galway City

Salary:                 €34,000 Annual

Duties and Responsibilities

• Ensure reception area is maintained in an orderly fashion.
• Ensuring sufficient stock of general office supplies and materials.
• Greet clients and visitors in an appropriate manner when they arrive at the reception area.
• Oversee and administer the meeting room booking system, ensuring scheduling across client, staff, and departmental bookings is accurately maintained.
• Support clients in navigating and utilising the appointment booking system.
• Escalate urgent client enquiries to the appropriate team.
• Redirect clients to partner organisations as required.
• Update and maintain all relevant systems and databases including but not limited to Salesforce in compliance with GDPR and any other legislative or best practice requirements.
• Act as a central point of contact for facilities-related queries, requests and issues, receiving and actioning these in a timely and efficient manner across all departments.
• Maintain accurate records of all onsite activity, managing the arrival and attendance of suppliers, vendors and contractors to ensure site presence is always monitored and accounted for.
• Support the Facilities Lead with sourcing and obtaining supplies and services, suppliers, vendors and contractors as required.
• Monitor, review and maintain key company systems including FM scheduling, vendor and supplier tracker, and health and safety records, liaising with relevant vendors, suppliers and stakeholders.
• Maintain and regularly update the company asset register, ensuring all records are accurate and current.
• Run and provide regular and ad hoc reports to the Facilities Lead.
• Support the Facilities Lead in meeting all health and safety requirements and assisting with matters related to premises management.
• Attend seminars and meetings when directed by the Facilities Lead.
• Support regional projects/functions as required.
• Undertake ongoing training and professional development, appropriate to the position and as agreed with the Facilities Lead.
• Perform other duties appropriate to the role which may be required and agreed with the Facilities Lead from time to time.

Who we are looking for.

You must be non-judgemental and empathetic with a commitment to securing housing rights for those at risk of homelessness. Ideally you will have some administration experience in a similar organisation.

Experience, Knowledge and Skills

• Excellent organisational skills and attention to detail.
• Experience in customer service, reception and managing client appointments.
• Knowledge of and skills in maintaining client data, client assessment, records and files
• Excellent IT skills and experience in maintaining databases and CRM (e.g. Salesforce)
• Experience with Microsoft Office Suite including Outlook, Excel, Word, Notebook, PowerPoint.
• Strong numeracy skills.
• Experience in arranging meetings, events and minute taking.
• Ability to and experience of working as a member of a team or by oneself.
• Excellent interpersonal skills.
• Excellent verbal and written communication skills, including fluency in the English language.
• Ability to work to meet agreed objectives and a minimum of 1 year’s administrative experience ideally within the community & voluntary or public sector, finance or IT is desirable.