Office Manager

ARKRAY, Inc.; Fingal; On-site; EUR 45,000 - 60,000; Full time

Job summary

ARKRAY Ireland Ltd. in Swords, North Dublin Corporate Park, is seeking an Office Manager to oversee day-to-day office operations and business support functions.

You will ensure a compliant, well-organised working environment and act as a key contact between employees, management, suppliers and external stakeholders. You will lead office and facilities management, employee administration and finance/administration, while supporting governance, systems, and executive team needs.

Qualifications

• Minimum 3 years’ experience in office management or senior administrative roles.
• Strong understanding of financial processes and payroll support.
• Excellent organisational and time-management skills.
• Proficient in SAP Business One and MS Office (Excel, Word and Outlook).

Responsibilities

• Manage the day-to-day operation of the office and facilities, ensuring a safe, efficient and professional working environment.
• Oversee facilities, maintenance, cleaning, security, utilities, waste management and office services.
• Coordinate contractors, suppliers and external service providers including obtaining quotations and managing ongoing relationships.
• Ensure appropriate health and safety procedures, risk assessments and workplace requirements are maintained.
• Coordinate maintenance and servicing of company equipment and facilities.
• Manage office supplies, stationery, equipment and procurement requirements.
• Provide day-to-day employee administration and support across the employee lifecycle.
• Coordinate onboarding and offboarding processes for employees.
• Maintain employee records and ensure documentation is accurate and up to date.
• Manage annual leave records and coordinate the company annual leave calendar.
• Preparing documentation and onboarding new employees.
• Assist management with employee relations matters, policies and procedures.
• Support payroll administration and provide relevant employee information to payroll providers.
• Maintain accurate records and documentation to support financial controls and audits.
• Assist with budgeting, cost management and monitoring of operational expenditure.

Skills

Organisational skills

Time management

Independent working

Multi-tasking

Tools

SAP Business One

Microsoft Excel

Microsoft Word

Microsoft Outlook

Job description

ARKRAY is a global healthcare company that is contributing to the health and well‑being of people all over the world through the discovery of new technologies. With over 66 years in business, our products are now being used in over 100 different countries worldwide and still growing. The Office Manager will be responsible for the day-to-day management and smooth operation of the company’s office and business support functions, ensuring an efficient, compliant and well‑organised working environment. The role provides broad operational support across facilities, employee administration, finance, and general business administration, while acting as a key point of contact between employees, management, suppliers and external stakeholders. Join us and together with ARKRAY!

Duties and Responsibilities

Office and Facilities Management

• Manage the day-to-day operation of the office and facilities, ensuring a safe, efficient and professional working environment.
• Oversee facilities, maintenance, cleaning, security, utilities, waste management and office services.
• Coordinate contractors, suppliers and external service providers including obtaining quotations and managing ongoing relationships.
• Ensure appropriate health and safety procedures, risk assessments and workplace requirements are maintained.
• Coordinate maintenance and servicing of company equipment and facilities.
• Manage office supplies, stationery, equipment and procurement requirements.

Employee Administration

• Provide day-to-day employee administration and support across the employee lifecycle.
• Coordinate onboarding and offboarding processes for employees.
• Maintain employee records and ensure documentation is accurate and up to date.
• Manage annual leave records and coordinate the company annual leave calendar.
• Preparing documentation and onboarding new employees.
• Assist management with employee relations matters, policies and procedures.

Finance and Business Administration

• Support the management of day-to-day financial and administrative activities.
• Process and coordinate invoices, orders, expenses and supplier payments.
• Liaise with the company’s accountants, payroll providers, Revenue and other external stakeholders.
• Assist with VAT, VIES, Intrastat and other statutory or financial administration.
• Support payroll administration and provide relevant employee information to payroll providers.
• Maintain accurate records and documentation to support financial controls and audits.
• Assist with budgeting, cost management and monitoring of operational expenditure.

Operations and Compliance

• Provide operational support to the management team across a wide range of business activities.
• Develop and maintain administrative processes and procedures to improve efficiency.
• Support compliance with company policies, Irish employment legislation and relevant regulatory requirements, inclusive of maintaining documentation and records for audits as well as internal controls.
• Support the implementation of company initiatives, projects and process improvements.

Systems and Administration

• Manage, maintain, and use company administrative systems and databases.
• Prepare reports, spreadsheets, information as required.
• Maintain organised electronic and physical filing systems.

Employee and Management Support

• Provide direct administrative and operational support to senior management.
• Coordinate meetings, travel, visitors and company events where required.
• Support communication between management, employees and external stakeholders.
• Identify operational issues and proactively implement practical solutions.

Qualifications

• Minimum 3 years’ experience in office management, business operations or a similar senior administrative role.
• Good understanding of financial and administrative processes.
• Excellent organisational and time‑management skills.
• Experience working independently while multi-tasking
• Proficient in SAP Business One, Microsoft Office, particularly Excel, Word and Outlook.
• Ability to work effectively with senior management, employees, suppliers and international teams.

Location

Arkray Ireland Ltd.

Swords (North Dublin Corporate Park)

Other

For more information about our company and products, please visit our website:

ARKRAY is an Equal Opportunity Employer: minorities, women, veterans, individuals with disabilities, and any other protected class.