Office Administrator – Scheduling & Customer Service

Secure Facility Services; Dublin; On-site; EUR 35,000 - 40,000; Full time

Benefits offered by this job

Company pension

On-site parking

Job summary

Secure Facility Services in Dublin 12 is hiring an Office Administrator to join a growing team. You will manage job requests, coordinate service appointments and support engineers in the field, ensuring smooth daily operations.

The role requires 2+ years in admin or customer service, and proficiency in Outlook, Excel and Teams, with excellent written and spoken English and strong organisational skills.

Qualifications

• At least 2 years’ experience in an office administration, customer service or similar role.
• Strong working knowledge of Microsoft Outlook, Excel and Teams.
• Excellent communication skills with clear, friendly telephone manner and good written English.
• Strong organisational skills and attention to detail.
• Ability to prioritise tasks and remain calm in a busy environment.

Responsibilities

• Inputting job requests received from clients into our work order app with accuracy.
• Schedule jobs, arrange service visits and coordinate appointments with clients and engineers.
• Help keep engineers’ diaries, schedules and workloads up to date.
• Handle incoming calls and emails, respond to queries and follow up on completed jobs.
• Maintain customer and job records, update statuses and prepare reports and trackers in Excel.
• Provide day‑to‑day administrative support to the service team.

Skills

2 years experience

Customer service

Communication skills

Organisational skills

Attention to detail

Written English

Tools

Microsoft Outlook

Excel

Microsoft Teams

Job description

We’re Hiring: Office Administrator

Secure Facility Services | Dublin 12

Salary: €35,000–€40,000 DOE | Full-time, Permanent | Monday‑Friday, 9am–5pm

Join a growing team where organisation makes all the difference.

Secure Facility Services specialises in property maintenance across Dublin, Kildare and Meath. As our business continues to grow, we’re looking for an organised, friendly and proactive Office Administrator to join our team in Dublin 12.

This is an excellent opportunity for someone who enjoys a varied role, takes pride in delivering great customer service and can keep things running smoothly in a busy office environment.

The Role

You’ll play a key role in the day‑to‑day running of our operations, acting as a main point of contact for customers and coordinating closely with our engineers out in the field.

You’ll play an important role in supporting our service team and keeping daily operations running smoothly. You’ll be responsible for entering job requests received from clients into our work order management app, coordinating service appointments and helping ensure our engineers’ workloads remain organised and up to date.

Working closely with the office and field‑based engineers, your day‑to‑day responsibilities will include:

• Work order management: Inputting job requests received from clients into our work order app, ensuring all details are recorded accurately and jobs are logged promptly.
• Scheduling and coordination: Working closely with the service team to schedule jobs, arrange service visits and coordinate appointments with clients and engineers.
• Workload management: Helping the service team keep engineers’ diaries, schedules and workloads up to date, adjusting arrangements as priorities change.
• Customer communication: Handling incoming calls and emails, responding to customer queries, making outbound calls to confirm appointments and following up on completed jobs.
• Record keeping and reporting: Maintaining accurate customer and job records, updating job statuses and preparing reports and trackers using Excel.
• General administration: Providing day‑to‑day administrative support to the service team and helping ensure jobs progress efficiently from initial request through to completion.

What We’re Looking For

We’re looking for someone who is reliable, personable and comfortable managing competing priorities in a busy environment.

You’ll ideally have:

• At least 2 years’ experience in an office administration, customer service or similar role.
• Strong working knowledge of Microsoft Outlook, Excel and Teams.
• Excellent communication skills, with a clear, friendly telephone manner and good written English.
• Strong organisational skills and excellent attention to detail.
• The ability to prioritise tasks, solve problems and remain calm when things get busy.
• Eligibility to work in Ireland.

Desirable, but not essential:

• Experience using job management or field service software.
• Previous experience in property maintenance, facilities management, trades, logistics or a service‑based business.

What We Offer

• Competitive salary of €35,000–€40,000, depending on experience.
• Full‑time, permanent position offering long‑term stability.
• Monday to Friday, 9am–5pm
• The opportunity to join a growing business where your contribution will make a real difference.
• A varied role with the chance to develop your skills and become an important part of the team.

Pay: €35,000.00-€40,000.00 per year

Benefits:

• Company pension
• On‑site parking

Work Location: In person