Administrative Assistant

U Value Insulation Group; Leinster; On-site; EUR 28,000 - 36,000; Full time

Benefits offered by this job

Company pension

Group life cover

Health cash plan

24 days annual leave

Monthly company lunch

Bike to work scheme

On-site parking

Employee assistance program

Early finish on Fridays

Job summary

U Value Insulation in Ireland invites an Administrative Assistant to support our busy logistics and purchasing team in Ballycoolin. You will help coordinate deliveries, manage documentation, and keep data accurate in our systems.

The role requires strong Excel skills, attention to detail, and the ability to handle multiple orders while liaising with suppliers and internal colleagues. A proactive, organised mindset is essential.

Qualifications

• Proficiency in MS Office Suite, Excel is critical.
• High accuracy and speed.
• Understanding the procurement-to-pay process (PO -> Receipt -> Invoice -> Payment).
• Interacting with suppliers and internal colleagues.
• Juggling multiple orders and deadlines.
• Attention to detail.
• Resolving issues like late deliveries, incorrect shipments, or price discrepancies.
• Collaborating closely with the procurement and operations team.
• Candidates must be eligible to work in Ireland and be already living in Ireland.

Responsibilities

• Monitor transport schedules and coordinate logistics for timely deliveries.
• Maintain communication with drivers to manage routes and address issues.
• Assist in preparation of transport documentation, including delivery notes and logistics reports.
• Update and maintain the transport management system with accurate data.
• Liaise with customers regarding shipping details and delivery schedules.
• Support the transport manager with administrative tasks as needed.
• Handle incoming inquiries related to transport and logistics.
• Process Purchase Orders (POs): Creating, sending, and tracking POs in the system.
• Contact vendors to check stock, get quotes, confirm order details, and track deliveries.
• Maintain accurate records of purchases, pricing, and inventory levels in databases or spreadsheets.
• Verify supplier invoices match POs and receipts before passing to accounts payable.
• Assist with stock checks, monitoring inventory levels, and identify reorder needs.
• Research potential new suppliers for goods and services.

Skills

MS Excel

Attention to detail

Procurement-to-pay

Supplier communication

Multitasking

Data accuracy

Issue resolution

Team collaboration

Job description

U Value Insulation is an established international company, with over 40 years' experience offering the building industry vast product choice combined with in-depth technical expertise. Distributing an extensive product catalogue for application across the full range of floor, wall and roof requirements, ensuring a one stop shop for all our client needs. We stock the very best brands & highest quality product ranges at competitive prices across thermal, acoustic and fire protection insulation products guaranteeing the widest choice and best value.

Location:

Ballycoolin, Dublin 15 (moving to Dunshaughlin in summer 2026)

The Administrative Assistant role will provide crucial support to our busy logistics & purchasing team. The day-to-day responsibilities typically include the following;

• Monitor transport schedules and coordinate logistics for timely deliveries
• Maintain communication with drivers to manage routes and address any issues that may arise
• Assisting in the preparation of transport documentation, including delivery notes and logistics reports
• Update and maintain the transport management system with accurate data
• Liaise with customers regarding shipping details and delivery schedules
• Support the transport manager with administrative tasks as needed
• Handle incoming inquiries related to transport and logistics
• Processing Purchase Orders (POs): Creating, sending, and tracking POs in the system
• Contacting vendors to check stock, get quotes, confirm order details, and track deliveries
• Maintaining accurate records of purchases, pricing, and inventory levels in databases or spreadsheets
• Verifying that supplier invoices match the corresponding POs and delivery receipts before passing them to accounts payable
• Assisting with stock checks, monitoring inventory levels, and identifying when items need to be reordered
• Researching and identifying potential new suppliers for goods and services

Requirements

• Proficiency in MS Office Suite: Excel is critical. You'll need to be comfortable with spreadsheets for tracking, basic formulas and data analysis
• High accuracy and speed
• Understanding the procurement-to-pay process (PO -> Receipt -> Invoice -> Payment)
• You’ll be constantly interacting with suppliers and internal colleagues
• Juggling multiple orders and deadlines is standard
• Attention to detail
• Resolving issues like late deliveries, incorrect shipments, or price discrepancies
• Collaborating closely with the entire procurement and operations team
• Candidates must be eligible to work in Ireland and be already living in Ireland

Benefits

• Company pension
• Group life cover
• Health cash plan
• 24 days annual leave
• Monthly company lunch
• Bike to work scheme
• On-site parking
• Employee assistance program
• Early finish on Fridays