Office Assistant

Brightwater Recruitment; Dublin; On-site; EUR 28,000 - 30,000; Full time

Job summary

Brightwater Recruitment is seeking a highly organised, customer-focused administrator for an onsite facilities role in Dublin. The position involves front‑of‑house duties, client onboarding, and coordinating maintenance across two locations, with occasional travel to a second site in Dublin South.

You will work 5 days per week, 8:30 am to 5:00 pm, in a dynamic team environment. Salary ranges from €28,000 to €30,000 DOE, with excellent prospects for growth in-office.

Qualifications

• 1-3 years of customer-facing administrative experience.
• Organised with the ability to prioritise and multitask.
• Excellent written and verbal English communication.

Responsibilities

• Oversee facilities and office operations across two Dublin locations.
• Manage front-of-house, mailroom duties and visitor coordination.
• Support client onboarding, tours, safety compliance and admin tasks.

Skills

Customer service

Organisation

Communication

Tools

CRM

Outlook

Microsoft Teams

Job description

Fully Onsite in Dublin 2 with some travel to South Dublin weekly required - Minimum 12 months with potential extension - Salary €28,000 - €30,000 DOE - Standard working hours of 8:30am-5pm - This role will focus on facilities management and client management and providing support to the team

Are you an organised and customer-focused individual who thrives in a dynamic, in-office environment? Do you enjoy ensuring operations run smoothly , supporting a diverse range of clients and being the go-to person for all things facilities and office-related? If so, this may be an exciting opportunity for you!

We're looking for someone who values the energy and collaboration of an on-site role. This is a permanent position, based 5 days per week onsite, where you'll have the opportunity to work closely with talented colleagues and contribute to a vibrant, efficient workplace culture. If you enjoy connecting with people, making them feel comfortable, solving their problems and handling essential office facilities and administration tasks, this could be a good fit.

What You'll Be Doing:

This role is incredibly varied but will focus on three core areas:

• Building & Facilities Management: You'll be responsible for the smooth daily operations of their two Dublin locations. This includes conducting checks, coordinating and managing maintenance and repairs with tradespeople and suppliers, monitoring and managing inventory (consumables, office and building supplies), and overseeing their cleaning team to maintain high safety and hygiene standards. You'll also manage meeting rooms (calendar, setup, on-site assistance, turnover, stock and catering facilitation) and interact with building technology such as access control, phone systems, IT and printers. Regular reporting to senior management is also part of this.
• Client Management: This involves direct interaction with their diverse client base, from their initial contact to ongoing support. You'll be conduct building tours, manage client onboarding, office setups and offboarding processes. You'll be the first point of contact for client queries and support requests, escalating to management when necessary. A key part of your role will be meeting and greeting clients and their guests and ensuring compliance with health & safety and fire safety regulations. You'll also provide reports to senior management.
• Cross-Departmental Support: You'll provide essential support and cover to their front-of-house and mailroom. This includes greeting and managing clients, visitors and walk-ins as the primary contact. You'll handle mailroom duties such as sorting, distributing and dispatching daily mail, along with managing deliveries, collections and outbound items. General office administration and providing support to other internal teams as needed are also key aspects of this role.

What We'd Like From You:

• We're looking for a highly customer-centric candidate with 1-3 years of customer facing administrative experience, ideally in an office or hospitality setting.
• You are organised, resourceful and comfortable working independently.
• You can navigate and remain calm in pressurised or time-sensitive situations.
• You are at ease prioritising, scheduling and multitasking in a fast-paced environment.
• You have a natural eye for detail and accuracy.
• You have a strong sense of ownership and the ability to follow tasks through to completion.
• You are comfortable supporting client needs and meeting and engaging new people.
• You are comfortable working with a range of technology, including hardware (comms room, phone system, data connectivity, scanners, printers) and cloud-based systems (CRM, Outlook, Teams, Microsoft tools, cloud-based team management and database platforms).
• You have excellent written and verbal communication skills and are fluent in English.
• A dynamic and supportive work environment in the heart of Dublin 2.
• A salary depended on experience between €28,000 - €30,000 per annum.
• Monday to Friday schedule, 8:30 am - 5:00 pm
• Full-time, on-site position
• Occasional travel to a second location in Dublin South (easily accessible via public transport).