Administrative Manager

Amtivo Group ltd; Dublin; On-site; EUR 38,000 - 42,000; Full time

Job summary

Amtivo Ireland Dublin Office is seeking an Administrative Manager to keep our Dublin hub running smoothly. You’ll handle onboarding, facilities coordination, IT assets, and fleet administration, ensuring a well-organised office environment.

In this role you’ll manage banking lodgements, events, training records, and HR-adjacent admin, while maintaining GDPR compliance and data integrity. A proactive, detail-led approach will help support our people and operations daily.

Qualifications

• Experience in office administration and facilities operations.
• Strong organisational skills with ability to manage multiple priorities.
• Proactive, detail-oriented with good communication.
• Experience supporting HR/People operations is a plus.

Responsibilities

• Own onboarding process for new starters, including IT equipment and welcome setup.
• Coordinate IT assets, mobile devices, and asset records.
• Support fleet administration and office banking lodgements.
• Organise training, events, and company-wide communications.
• Provide day-to-day administrative support across the business.

Skills

Office admin

Facilities management

IT asset management

Fleet coordination

GDPR compliance

Communication skills

Tools

NetSuite

MS Office

Job description

Administrative Manager

Location: Amtivo Ireland Dublin Office Contract Type: Full-Time, Permanent — 5 Days per Week Working Pattern: On-site Monday to Thursday, with Friday as a work-from-home day Salary: €38,000 – €42,000 per annum, depending on experience

Be the person who keeps everything running smoothly.

We’re looking for an organised, proactive Administrative Manager to become the heartbeat of our Dublin office. This is a varied, hands-on role where no two days are the same. You’ll be the person who makes sure our workplace runs seamlessly, our people are supported, and the behind-the-scenes details are always taken care of.

From welcoming new starters and coordinating office facilities to managing IT assets and acting as our IT liaison, supporting our vehicle fleet, handling office bank lodgements, and organising office events, you’ll play a vital role in creating a workplace where everyone can do their best work.

If you enjoy variety, love solving problems, and take pride in making things happen, we’d love to hear from you.

What you’ll be doing

Office & Facilities

• Keeping the office safe, welcoming, and well-maintained.
• Managing building access, security credentials, parking permits, and office keys.
• Acting as Fire Warden and key holder.
• Liaising with building management and maintenance providers.
• Liaising with the property management company on lease, access, and building-related matters.
• Ordering office supplies, stationery, kitchen essentials, and refreshments.
• Managing incoming and outgoing post, couriers, taxis, and general office administration.
• Acting as first point of contact for visitors to the Irish office, both customers and colleagues from abroad.

People Operations & Onboarding

• Owning the end-to-end onboarding process for new starters, including IT equipment, office setup, and welcome arrangements.
• Supporting employees with device setup alongside IT.
• Managing the return, tracking, and secure disposal of equipment for leavers.
• Maintaining accurate IT asset records.

IT Assets & Telecoms

• Acting as the main point of liaison between the Dublin office and the IT team on hardware, software, and access issues.
• Maintaining the office IT asset register.
• Managing company mobile phones, SIMs, invoices, and replacements.
• Supporting office IT installations, including meeting room equipment.
• Coordinating security audit requirements.
• Maintaining shared equipment, PPE, tablets, and pool vehicle keys.

Fleet Administration

• Supporting the administration of the company vehicle fleet.
• Coordinating maintenance, repairs, collections, and inspections.
• Tracking mileage, fuel cards and invoices, toll tags, and lease information.
• Managing CVRTs, tax discs, insurance administration, and driver approvals.
• Maintaining a secure database for staff who use the company fleet, including driving declarations and driving licences.

Banking

• Preparing and processing office bank lodgements, ensuring accurate records.

Training & Events

• Preparing training materials and documentation packs.
• Coordinating meeting and training catering.
• Organising relevant training for new starters, including manual handling and mandatory contract requirements.
• Assisting in organising training and maintaining company training matrices and administration of training records to ensure these are audit-ready.
• Organising office events and social activities throughout the year, including seasonal celebrations.
• Preparing and sending company-wide updates, using information from people across the business.

Business Support

• Providing day-to-day administrative support across the business.
• Managing inspection enquiries and operator bookings.
• Supporting HR administration and wider People & Places activities.
• Assisting with projects and data administration as required.

Health, Safety, Quality & Compliance

• Acting as the office First Aider and Fire Warden (training provided if required).
• Coordinating fire drills and health & safety checks.
• Managing PPE supplies and confidential waste disposal.
• Supporting GDPR and compliance requirements.
• Arranging statutory training, such as VDU assessments and manual handling, for Parkwest-based employees.
• Assisting in the administration of our Integrated Management System (IMS).

General Administration

• Assisting in invoicing and data input to NetSuite and timesheet management for invoice support to clients.
• Ad hoc duties that may be requested from time to time.

About you

You’ll be someone who enjoys variety, takes ownership, and gets satisfaction from keeping things organised and running efficiently.

You’ll also bring:

• Experience in office administration, workplace operations, facilities, or a similar support role.
• Excellent organisational skills and the ability to manage multiple priorities.
• A proactive, self-motivated approach with strong attention to detail.
• Confident communication skills and the ability to build positive relationships across the business.
• Good working knowledge of Microsoft Office, including Outlook, Word, PPT and Excel.
• Professionalism and discretion when handling confidential information.
• First Aid and Fire Warden certification, or a willingness to complete training.

It would be great if you also have:

• Experience supporting a vehicle fleet.
• Knowledge of IT asset management or mobile device administration.
• Experience handling bank lodgements or basic office financial administration.
• An understanding of GDPR and workplace data protection.
• Experience preparing high-volume training or documentation packs.

Why join us?

This is a fantastic opportunity to join a supportive team in a role with genuine variety and responsibility. You’ll become a trusted point of contact across the business and have the opportunity to make a real impact on the day-to-day experience of our people.

If you’re someone who notices what needs doing before anyone else does, enjoys creating order from complexity, and loves being the person people can rely on, we’d love to hear from you.

At Amtivo, we are dedicated to fostering a diverse, equitable, and inclusive environment where authenticity thrives. We believe that true collaboration stems from valuing every individual’s unique perspective and experience. Our commitment to agility empowers us to adapt and innovate, driving superior performance. Amtivo Group is an Equal Opportunities Employer. The organisation provides equal employment opportunities regardless of ethnic origin, gender, nationality, religion, physical ability, sexual orientation, marital status, parental status, or medical history.