Office Administrator

Europlan Group; Dublin; On-site; EUR 36,000 - 48,000; Full time

Job summary

Europlan Services in Dublin seeks an experienced Office Administrator to coordinate day-to-day office operations, document management, and facilities coordination. You will support project teams, tenants, suppliers, and on-site staff with professional communication and efficient processes.

The role requires 4–5 years in office management or facilities coordination, strong IT skills (MS Office, Excel), attention to detail, and the ability to manage multiple priorities across multiple sites.

Qualifications

• Excellent communication and interpersonal skills.
• Strong organisational and time management abilities.
• Ability to manage multiple priorities with attention to detail.
• Proactive problem-solving and task follow-through.
• Proficient with Microsoft Office and Excel.

Responsibilities

• Manage day-to-day operation of the office and administrative processes.
• Coordinate access, appointments, and client/site communications.
• Support property handling, tenants, contractors, suppliers, and service providers.
• Coordinate maintenance, repairs, and facilities requirements, ensuring follow-through.
• Create, receive, organise and maintain project and company documentation.
• Ensure accuracy and consistency of documents and apply company standards.
• Safeguard sensitive information and maintain document controls.
• Maintain electronic and physical filing systems for easy retrieval.
• Distribute documents and updates to clients, project teams and stakeholders.
• Monitor processes and follow up on outstanding actions; enforce procedures.
• Assist with onboarding of employees, contractors and on-site personnel.
• Coordinate office supplies, equipment, facilities and other needs.

Skills

Communication

Organization

Time management

Prioritization

Problem solving

Independence

IT proficiency

Tools

Microsoft Office

Excel

Document management systems

Job description

Europlan Services is a leading Irish provider of construction and engineering solutions, delivering a comprehensive range of engineering, project management, procurement, and project completion services. Since 1977, we have built a strong international presence, supporting multinational corporations and SMEs across Ireland, the UK, Japan, the Philippines, and the Middle East.

We are seeking an experienced Office Administrator to join our Dublin headquarters. The successful candidate will be responsible for the efficient day-to-day organisation of office functions while providing administrative, document management, property, and facilities coordination support across the business.

This is a varied role requiring excellent organisational and communication skills, strong attention to detail, and the ability to manage multiple priorities. The role will also support our associated property operations, including the management and servicing of office spaces, making previous experience in property management, facilities coordination, or serviced office environments a strong advantage.

Key Responsibilities:

• Manage and coordinate the day-to-day operation of the office, ensuring functions, priorities, and administrative processes are organised efficiently.
• Communicate with clients regarding attendance at our sites, coordinating access, appointments, and related requirements.
• Support the management and servicing of office properties, including coordination with tenants, contractors, suppliers, maintenance providers, and other service providers.
• Coordinate building maintenance, repairs, servicing, and facilities requirements, ensuring issues are monitored and followed through to completion.
• Create, receive, organise, and maintain project and company documentation.
• Ensure the quality and accuracy of documents, checking for completeness, consistency, and adherence to company standards.
• Safeguard sensitive and confidential information, ensuring appropriate access and document controls are maintained.
• Maintain structured and easily accessible electronic document management and physical filing systems, enabling project teams and stakeholders to locate information efficiently.
• Distribute documents, information, and updates to clients, project teams, and other relevant parties.
• Monitor administrative and operational processes, follow up on outstanding actions, and help ensure agreed procedures are followed.
• Assist with the onboarding of employees, contractors, and other personnel attending or working on site.
• Coordinate office supplies, equipment, facilities, and other general office requirements.

What We're Looking For:

• Minimum four to five years' experience in office management, administration, facilities coordination, property management, or a similar role.
• Excellent communication and interpersonal skills, with the ability to deal professionally with clients, tenants, contractors, suppliers, and colleagues.
• Strong organisational, time management, and prioritisation skills, with the ability to manage multiple responsibilities simultaneously.
• Strong attention to detail and a proactive approach to problem-solving and following tasks through to completion.
• Good IT skills, with proficiency in Microsoft Office, particularly Excel.
• Experience using electronic document management and filing systems.
• Ability to work independently, take initiative, and contribute effectively within a busy professional environment.
• Experience within engineering, construction, property, facilities management, or professional services.
• Experience supporting the management of commercial properties, serviced offices, or tenant relationships.
• Experience coordinating building maintenance, repairs, contractors, and service providers.