Administrative Assistant

HERO Recruitment; Galway; Hybrid; EUR 32,000 - 45,000; Full time

Job summary

HERO Recruitment is seeking a financial and administrative support professional to oversee forecasting, budgeting, reporting, purchase orders, invoices and accruals across facilities management.

The role is site-based with the flexibility to work from home one day per week, and includes initial 7-week training, KPI reporting, supplier management and cost controls to drive efficiency.

Qualifications

• 4+ years’ relevant experience in financial and administrative roles.
• Experience with forecasting, budgeting, reporting and financial tracking.
• Experience managing purchase orders, invoices and accruals.
• Strong Excel and data management skills.
• Ability to work independently with limited supervision.

Responsibilities

• Capital forecasting and financial planning.
• Programmatic savings tracking and reporting.
• KPI reporting and performance tracking.
• Purchase order and invoice management.
• Accruals and month-end support.
• Vendor and supplier management.
• Utilities and rental administration.
• Hard services maintenance financial administration.
• Preparing reports, communications and maintaining accurate records.
• Supporting internal processes, meetings and projects as required.
• Gathering, compiling and providing financial and operational information to relevant stakeholders.
• Identifying issues and proposing solutions to improve processes and effectiveness.
• Providing guidance and support to colleagues where required.
• Undertaking other duties as assigned.

Skills

Excel

Forecasting

Data management

Budgeting

Vendor management

Job description

The role provides financial and administrative support across facilities management activities, with responsibility for forecasting, savings tracking, KPI reporting, purchase orders, invoices, accruals, supplier management and maintenance-related financial administration.

The role is primarily site-based, with the flexibility to work from home 1 day per week.

An initial 7-week training period will commence on 3 November, working alongside the current employee, who is expected to commence maternity leave on 23 December.

Key Responsibilities

• Capital forecasting and financial planning
• Programmatic savings tracking and reporting
• KPI reporting and performance tracking
• Purchase order and invoice management
• Accruals and month-end support
• Vendor and supplier management
• Utilities and rental administration
• Hard services maintenance financial administration
• Preparing reports, communications and maintaining accurate records
• Supporting internal processes, meetings and projects as required
• Gathering, compiling and providing financial and operational information to relevant stakeholders
• Identifying issues and proposing solutions to improve processes and effectiveness
• Providing guidance and support to colleagues where required
• Undertaking other duties as assigned

Key Requirements

• Minimum 4 years’ relevant experience
• Strong financial and administrative experience
• Experience with forecasting, budgeting, reporting and financial tracking
• Experience managing POs, invoices and accruals
• Strong Excel and data management skills
• Excellent attention to detail and organisational skills
• Ability to work independently with limited supervision
• Strong communication and stakeholder management skills
• Ability to manage multiple priorities and meet deadlines
• Experience within facilities management, property, procurement or a similar environment is advantageous