Administrative Manager

Amtivo (Ireland); Dublin; Hybrid; EUR 38,000 - 42,000; Full time

Benefits offered by this job

Employee Assistance Programme

Refer a friend bonus

Annual leave increase

Group Insurance

Death in Service provision

Company Pension

Ongoing Training

Job summary

Amtivo (Ireland) is seeking an organised and proactive Administrative Manager for its Dublin office. This hands-on role ensures smooth operations across facilities management, employee support, and administrative duties.

You will oversee the office environment, assist in onboarding, manage IT assets, and support the vehicle fleet. The ideal candidate should possess strong organisational and communication skills, thrive in dynamic settings, and have a keen attention to detail.

Qualifications

• Experience in office administration or workplace operations.
• Excellent organisational skills to manage multiple priorities.
• Confident communication skills to build relationships.

Responsibilities

• Manage office security, access, and maintenance.
• Coordinate onboarding and support for new employees.
• Liaise with IT for office hardware and software issues.
• Assist in administration of the company vehicle fleet.
• Handle office bank lodgements and financial records.
• Organise training materials and company events.
• Support HR administration and general consultation.

Skills

Office administration

Organisational skills

Communication skills

Attention to detail

Proactive approach

Microsoft Office

First Aid certification

Fire Warden certification

Job description

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

• Employee Assistance Programme
• Refer a friend bonus
• Annual leave increasing with service
• Group Insurance
• Death in Service provision
• Company Pension
• Ongoing Training and development opportunities

Administrative Manager

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

As our Administrative Manager, you'll support the day-to-day running of the Dublin office across a broad range of responsibilities, including:

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.

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.

Due to the high volume of applications we receive we are not always able to provide individual feedback. We aim to contact applicants within 14 days if selected for interview.