Front of House Administrator

About the Role

Job Purpose: To support front of house including shop assistance as well as supporting the Office Manager and staff with general administrative tasks

Contract Type: Permanent Contract (37 hours a week)

Job Location: Our offices are based on Nassau St., Dublin 2. Although we have a hybrid work model in place, Front of House requires full office attendance.

Reporting to: Office Manager

Responsibilities

• Front of house administration, including answering calls (main reception/phone line), replying to emails, mail/shipping management, organisation of reception and visitor greeting
• Maintain office standards by controlling, tracking, ordering, restocking, and coordinating office supplies & equipment including organizing stock.
• Liaise with couriers & delivery companies maintaining track of all items sent & received
• Sale of items from IHF shop through phone & in-person using website & WooCommerce system. Handling materials, parcels & dispatching/tracking orders.
• Participate in internal communications
• Creating, maintaining and updating tracker spreadsheets
• Preparation of meeting rooms as required & ordering catering if needed
• Controlling stock, tracking & dispatching orders of promotional materials liaising with all internal departments & customers. Handling boxes & organizing materials (i.e. leaflets, brochures, etc)
• Assist in attendance, records and fire alarm testing co-ordination
• Assist in access control management
• Assist with the implementation and compliance of Health & Safety and security measures e.g. first aider, fire warden duties etc.
• Assist Director of Finance and Operations when needed with lodgments & recording cheques
• Assist Office Manager with office organisation & keeping cleaning standards (ie. Organising cleaning storage, stationary storage, mail room, kitchen & load/unload dishwasher etc)
• Provide additional support to maintain smooth office operations in the Office Manager's absence e.g. liaising with contractors, cleaners and building management etc.
• Identify opportunities for improving productivity and efficiency
• Any other tasks as may be assigned by the manager or designated person

Qualifications and Experience

IHF is open to applications from candidates who have experience in most but not all of the following areas. The successful candidate will be supported through their induction to increase their knowledge and ability to deliver on the responsibilities outlined here. Further training and ongoing support will be available.

• 2 + years relevant job experience
• Excellent written and spoken command of English language
• High level of IT literacy with strong Microsoft Office skills specially excel & word
• Good communication skills & kindness to liaise with bereaved customers
• Highly organised & detail oriented
• Team spirit with the ability to work independently using own initiative
• A high level of energy and commitment
• Ability to work under pressure and meet a range of deadlines

The above Job Specification is not intended to be a comprehensive list of all duties involved, and, consequently, the post holder may be required to perform other duties as appropriate to the post that may be assigned to them from time to time and to contribute to the development of the post while in office.

Benefits Include

• Pension: As a member you will be required to make a pension contribution of 5% on your gross annual salary. IHF will contribute 10% on your behalf to a company contributory pension scheme.
• Death in Service: 4 times annual salary
• Income Protection: 75% of salary and cover pension contributions
• Annual Leave: 23 days per year (increased with service)
• Additional Leave Days: Closure of the office on Good Friday, half day Christmas Eve and time between Christmas and New Year
• Maternity Leave: 26 weeks fully paid maternity leave (less social welfare benefits)
• Adoptive Leave: 24 weeks fully paid adoptive leave (less social welfare benefits)
• Paternity Leave: 2 weeks fully paid paternity leave (less social welfare benefits)
• Sabbatical Leave: Opportunity to take Sabbatical leave after 5 years of service
• Opportunities for training and workplace development
• Access to our Employee Assistance Programme
• Travel (bike-to-work schemes/tax saver commuter tickets)

Closing date for applications is 1st April 2026

Applicants should submit a CV (max. 2 pages), detailing relevant experience, along with a covering letter outlining the reasons they believe they are suitable for this role.