Office Administrator & Coordinator

INOU; Cork; On-site; EUR 28,000 - 40,000; Full time

Job summary

INOU in Cork is seeking a clever, confident and proactive Office & Business Support Coordinator to join the team. The role covers HR, Finance, Operations and broad admin, coordinating documentation, travel, onboarding and daily office tasks.

You will manage calendars, prepare proposals and presentations, maintain records and ensure processes align with branding. Strong attention to detail, initiative and Microsoft 365 expertise are essential.

Qualifications

• 1) Prior experience in administrative, PA, office coordination or business support roles.
• 2) Experience preparing presentations, reports, proposals or business documentation.
• 3) Strong organisational skills and ability to manage multiple tasks and deadlines.
• 4) Excellent written work with high attention to detail.
• 5) Confident communication across the business.
• 6) Proficiency with Microsoft 365 applications (Outlook, Word, PowerPoint, Excel).

Responsibilities

• Provide day-to-day administrative and coordination support across the business.
• Maintain accurate records, documentation and filing systems.
• Assist with general business administration and respond to day-to-day queries.
• Support HR, Finance and the wider team with onboarding documentation and related processes.
• Arrange domestic and international travel with flights, accommodation and transport.
• Prepare clear and accurate travel itineraries in line with policies.
• Assist with client proposals and business documents formatting and organization.
• Prepare and format presentations, reports and client materials.
• Manage time and expense system administration and aid time sheet/expense submissions.
• Coordinate office facilities, suppliers, equipment and supplies and liaise with vendors.

Skills

Administrative experience

PA experience

Office coordination

Attention to detail

Communication skills

Tools

Microsoft 365

Outlook

Word

PowerPoint

Excel

Job description

Administrator & Business Support Coordinator

The Role

We are looking for a clever, confident and proactive Office & Business Support Coordinator.

This is a varied role for someone who enjoys being organised, takes pride in their work and is comfortable managing a range of tasks independently. You will support HR, Finance, Operations and the wider team, the successful candidate will provide practical administrative and coordination support, helping to keep the office running efficiently and ensuring that business documentation, travel arrangements and internal processes are well managed.

The role would suit someone with a strong attention to detail, a positive approach and the confidence to take initiative, manage priorities and get things done.

Key Responsibilities

Administrative and Business Support

• Provide day-to-day administrative and coordination support across the business.
• Maintain accurate records, documentation and filing systems.
• Assist with general business administration and respond to day-to-day queries.
• Support HR, Finance and the wider team with administrative tasks, including onboarding documentation and related processes.

Travel Coordination

• Arrange domestic and international travel, including flights, accommodation and ground transport.
• Prepare clear and accurate travel itineraries.
• Ensure travel arrangements are made in line with company policies and approval procedures.

Proposals and Business Documentation

• Assist with the preparation and formatting of client proposals and business documents.
• Gather information from colleagues to ensure documents are accurate, complete and ready for submission.Keep documents organised and ensure formatting and presentation are consistent.

Presentations and Reporting

• Prepare and format presentations, reports and client-facing materials.
• Collate information and present it in a clear and professional format.
• Ensure documents and presentations are accurate and aligned with company branding.

Time and Expense System Administration

• Manage the day-to-day administration of the company's time and expense system.
• Assist employees with submitting timesheets and expense claims accurately and on time.
• Monitor outstanding submissions and follow up where required.
• Help maintain accurate records and ensure the system is used effectively.

Office Operations

• Help ensure the office runs smoothly on a daily basis.
• Coordinate office facilities, suppliers, equipment and supplies.
• Liaise with vendors and service providers as required.
• Assist with general office administration, reporting and improving day-to-day processes.

Skills and Experience

• Previous experience in an administrative, PA, Office Coordinator or business support role.
• Experience preparing presentations, reports, proposals or business documentation.
• Strong organisational skills and the ability to manage a variety of tasks and deadlines.
• Excellent attention to detail and a high standard of written work.
• Confident communication skills and the ability to work well with people across the business.
• Good working knowledge of Microsoft 365, particularly Outlook, Word, PowerPoint and Excel.
• Comfortable using business systems and maintaining accurate records.
• Experience in a consulting or project-based environment would be an advantage.

Personal Attributes

• Clever, confident and naturally proactive.
• A self-starter who takes initiative and enjoys getting things done.
• Organised, practical and solutions-focused.
• Professional, reliable and approachable.
• Comfortable working independently while being a strong team player.
• Flexible and adaptable, with a willingness to take on a variety of responsibilities.

Skills:

Administration presentation fabcilities microsoft 365 Travel Arrangements