Office Administrator

Amden Group Ltd; Dublin; On-site; EUR 30,000 - 42,000; Full time

Job summary

Amden Group Ltd is seeking an Office Administrator to support day-to-day operations, coordinate office activities, and maintain accurate records. The role involves assisting multiple departments, handling correspondence, and delivering a professional service to clients and colleagues.

The ideal candidate will be highly organised, detail-oriented and capable of managing multiple priorities while maintaining confidentiality and high standards of accuracy.

Qualifications

• Proven administrative experience with strong organisational skills.
• Excellent verbal and written communication abilities.
• Experience handling confidential information with discretion.

Responsibilities

• Provide general administrative support across the business.
• Answer calls and direct enquiries.
• Welcome visitors and manage post and emails.
• Maintain filing systems and organise documentation.
• Order office supplies and monitor stock levels.
• Assist with diary management and meeting scheduling.
• Prepare reports, letters and presentations.
• Ensure records and databases are accurate and up to date.
• Coordinate internal communications and respond to customer inquiries.

Skills

Organisation

Communication

Customer service

Time management

Attention to detail

IT proficiency

Confidentiality

Adaptability

Teamwork

Problem solving

Tools

CRM

Job description

Job Description Office Administrator Reports To

Managing Director

Role Purpose

The Office Administrator is responsible for providing efficient administrative support to ensure the smooth day-to-day operation of the business. The role involves coordinating office activities, maintaining accurate records, supporting colleagues across multiple departments, and delivering a professional service to customers, suppliers and visitors.

The successful candidate will be highly organised, detail-oriented and capable of managing multiple priorities while maintaining a high level of accuracy and confidentiality.

Key Responsibilities

• Provide general administrative support across the business.
• Answer incoming telephone calls professionally and direct enquiries appropriately.
• Welcome visitors and clients to the office.
• Manage incoming and outgoing post, emails and correspondence.
• Maintain organised electronic and paper filing systems.
• Order office supplies and monitor stock levels.
• Ensure office equipment and facilities are maintained and report any issues.
• Prepare reports, letters, presentations and other business documentation.
• Maintain accurate company records and databases.
• Update internal systems with relevant information.
• Assist with document preparation and formatting.
• Schedule meetings and prepare meeting rooms where required.
• Take meeting minutes when requested.
• Assist with diary management and appointment scheduling.
• Respond to customer enquiries in a professional and timely manner.
• Liaise with clients, suppliers and contractors.
• Redirect enquiries to the appropriate department where necessary.
• Ensure all customer interactions reflect the company's professional standards.
• Maintain accurate records and databases.
• Process administrative documentation accurately.
• Ensure company information is stored securely.
• Comply with GDPR and confidentiality requirements.

Finance Administration

Where applicable:

• Process purchase orders.
• Prepare invoices.
• Assist with accounts administration.
• Reconcile supplier statements.
• Process expense claims.
• Support credit control activities.
• Liaise with the finance team.

Operational Support

• Assist departments with administrative requirements.
• Coordinate internal communications.
• Monitor shared mailboxes.
• Maintain company templates and documentation.
• Support business improvement initiatives.
• Assist with projects as required.

General Responsibilities

• Maintain confidentiality at all times.
• Prioritise workload effectively.
• Work collaboratively with colleagues.
• Identify opportunities to improve administrative processes.
• Ensure all work is completed accurately and within agreed timescales.
• Represent the organisation professionally.

Person Specification

Essential

• Previous administrative experience.
• Excellent organisational skills.
• Strong attention to detail.
• Excellent verbal and written communication skills.
• Professional telephone manner.
• Strong IT skills including Microsoft Office (Word, Excel, Outlook and Teams).
• Ability to prioritise multiple tasks.
• Ability to work independently and as part of a team.
• High level of accuracy.
• Professional and friendly approach.
• Ability to maintain confidentiality.

Desirable

• Experience using CRM or business management systems.
• Experience within a busy office environment.
• Previous customer service experience.
• Basic accounts administration experience.
• HR administration experience.

Key Skills

• Organisation and planning
• Communication
• Customer service
• Time management
• Attention to detail
• Problem solving
• Teamwork
• IT proficiency
• Confidentiality
• Adaptability

Why Join Us?

We are looking for a proactive, organised and dependable individual who enjoys variety and takes pride in delivering high-quality administrative support. In return, we offer the opportunity to be part of a supportive team where your contribution will play a key role in the smooth running and continued success of the business.