On behalf of our client, an International Pension Company, GRS Recruitment are seeking a Office Administrator. The Office Administrator plays an important role in the smooth day-to-day running of the Company’s office, providing reliable administrative support and helping to create a professional, welcoming and well-organised environment for employees, Directors, clients and visitors. Working closely with the Head of Operations, the Office Administrator will coordinate a wide range of day-to-day office activities, including post and deliveries, office supplies, maintenance and service appointments, meetings, travel, visitors, suppliers and routine health and safety administration. The role will also support staff events, charity initiatives and other office activities, making it a varied and people-focused position at the heart of the office.
MAIN DUTIES AND RESPONSIBILITIES
- Carry out routine day-to-day office administration, including handling incoming and outgoing post, deliveries and courier bookings.
- Order stationery, refreshments and general office supplies, and keep track of stock levels.
- Arrange routine maintenance, repairs, servicing and contractor appointments as required.
- Liaise with the landlord, cleaners, contractors and suppliers on routine office matters and follow up agreed actions.
- Help keep the office, meeting rooms, kitchen and communal areas organised and presentable.
- Forward supplier invoices to the Finance Team and assist with obtaining quotations or supplier information when requested.
- Occasionally provide access to contractors outside normal working hours, by prior arrangement.
- Maintain electronic and physical filing systems, office records and documentation.
- Answer incoming telephone calls and direct enquiries to the appropriate person or team.
- Provide routine administrative support to employees and teams, including document preparation, data entry, scanning and filing where required.
- Assist with internal office communications and notices.
- Carry out duties in accordance with company procedures, data protection requirements and relevant policies.
- Welcome clients, visitors, suppliers and contractors in a friendly and professional manner.
- Prepare meeting rooms and arrange refreshments for meetings and visitors.
- Assist with arranging internal and external meetings, including room bookings and video conferencing.
- Arrange travel, accommodation and itineraries for Directors and employees when requested.
- Help organise staff events, charity initiatives, social activities and practical arrangements for employee wellbeing and engagement activities.
- Maintain routine records relating to fire safety, first aid and emergency procedures.
- Assist with arranging Fire Warden and First Aider training, keep related records and office cover information up to date, and raise any gaps with the Head of Operations.
- Provide administrative support for office risk assessments and other routine health and safety activities as directed.
- Assist with administrative tasks connected with business projects or other ad hoc requirements when requested.
- Carry out other reasonable office and administrative duties as requested by the Head of Operations or Directors.
CANDIDATE PROFILE
- Has good general administration experience and is happy carrying out the everyday tasks required to support a busy office.
- Has strong attention to detail and accuracy, particularly with data entry, filing, records, spreadsheets and document preparation.
- Is organised and reliable, able to manage a varied workload and ensure tasks are completed and followed up.
- Is comfortable with routine office duties such as post/couriers, scanning, filing, ordering stationery and supplies, preparing meeting rooms and maintaining office records.
- Can assist with coordinating suppliers, cleaners, maintenance contractors and other service providers when required. Facilities management experience isn't necessary; this is more about coordinating and following up.
- Is friendly, approachable and professional, as they will interact with colleagues, Directors, clients, visitors, suppliers and contractors.
- Is comfortable answering telephone calls, dealing with general enquiries and welcoming visitors.
- Has a good working knowledge of Outlook, Word and Excel. Advanced Excel skills aren't required, but they should be comfortable working with spreadsheets and data.
- Ideally has some experience supporting with meetings, travel/accommodation and staff events, although these can be learned.
- Any exposure to Health & Safety administration, First Aid or Fire Warden duties would be useful, but isn't essential.
- Working hours: Flexible between 07:30 and 17:00.
SALARY AND BENEFITS
- €20,000 - €26,000 Gross Per Annum.
- Salary will be determined based on experience, qualifications, and skills. The advertised salary range is indicative, any offer will reflect the successful candidate’s suitability.
Due to the high volume of applications, we receive at GRS Recruitment, only shortlisted candidates will be responded to.
To apply for this position, please email your CV to
Michelle Cooper, michellec@grsrecruitment.com quoting the above job reference or call +356 99998272.