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Open nowFirst seen 6 hours ago

Office Administrator

Run My20 open roles

Where
Dublin, Ireland
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Your applicationOpen nowOffice AdministratorRun My · Dublin, Ireland

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The clock on this job

Early applications get read.

11.8% of postings close within 7 days. Measured by our own scanner across the market.

Share of postings closed within
  1. 2.1%1 day
  2. 4.4%3 days
  3. 11.8%7 days
  4. 18.6%14 days
  5. 35.6%30 days
  6. 45.1%60 days
This job: first seen 6 hours ago

The posting

Job Description

Office Administrator

Reports To

Managing Director

Role Purpose

The Office Administrator is responsible for providing efficient administrative support to ensure the smooth day-to-day operation of the business. The role involves coordinating office activities, maintaining accurate records, supporting colleagues across multiple departments, and delivering a professional service to customers, suppliers and visitors.

The successful candidate will be highly organised, detail-oriented and capable of managing multiple priorities while maintaining a high level of accuracy and confidentiality.

Key Responsibilities

Office Administration

  • Provide general administrative support across the business.
  • Answer incoming telephone calls professionally and direct enquiries appropriately.
  • Welcome visitors and clients to the office.
  • Manage incoming and outgoing post, emails and correspondence.
  • Maintain organised electronic and paper filing systems.
  • Order office supplies and monitor stock levels.
  • Ensure office equipment and facilities are maintained and report any issues.

Administration Support

  • Prepare reports, letters, presentations and other business documentation.
  • Maintain accurate company records and databases.
  • Update internal systems with relevant information.
  • Assist with document preparation and formatting.
  • Schedule meetings and prepare meeting rooms where required.
  • Take meeting minutes when requested.
  • Assist with diary management and appointment scheduling.

Customer Service

  • Respond to customer enquiries in a professional and timely manner.
  • Liaise with clients, suppliers and contractors.
  • Redirect enquiries to the appropriate department where necessary.
  • Ensure all customer interactions reflect the company's professional standards.

Data Management

  • Maintain accurate records and databases.
  • Process administrative documentation accurately.
  • Ensure company information is stored securely.
  • Comply with GDPR and confidentiality requirements.

Finance Administration

Where applicable:

  • Process purchase orders.
  • Prepare invoices.
  • Assist with accounts administration.
  • Reconcile supplier statements.
  • Process expense claims.
  • Support credit control activities.
  • Liaise with the finance team.

Operational Support

  • Assist departments with administrative requirements.
  • Coordinate internal communications.
  • Monitor shared mailboxes.
  • Maintain company templates and documentation.
  • Support business improvement initiatives.
  • Assist with projects as required.

General Responsibilities

The Office Administrator will:

  • Maintain confidentiality at all times.
  • Prioritise workload effectively.
  • Work collaboratively with colleagues.
  • Identify opportunities to improve administrative processes.
  • Ensure all work is completed accurately and within agreed timescales.
  • Represent the organisation professionally.

Person Specification

Essential

  • Previous administrative experience.
  • Excellent organisational skills.
  • Strong attention to detail.
  • Excellent verbal and written communication skills.
  • Professional telephone manner.
  • Strong IT skills including Microsoft Office (Word, Excel, Outlook and Teams).
  • Ability to prioritise multiple tasks.
  • Ability to work independently and as part of a team.
  • High level of accuracy.
  • Professional and friendly approach.
  • Ability to maintain confidentiality.

Desirable

  • Experience using CRM or business management systems.
  • Experience within a busy office environment.
  • Previous customer service experience.
  • Basic accounts administration experience.
  • HR administration experience.

Key Skills

  • Organisation and planning
  • Communication
  • Customer service
  • Time management
  • Attention to detail
  • Problem solving
  • Teamwork
  • IT proficiency
  • Confidentiality
  • Adaptability

Why Join Us?

We are looking for a proactive, organised and dependable individual who enjoys variety and takes pride in delivering high-quality administrative support. In return, we offer the opportunity to be part of a supportive team where your contribution will play a key role in the smooth running and continued success of the business.

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