Office Operations & Admin Leader

Proclinical Staffing; Dublin; On-site; EUR 42,000 - 56,000; Full time

Job summary

Proclinical Staffing is seeking an Office Manager to oversee the day-to-day operations of a professional office environment in Dublin. You will ensure smooth business support functions, compliance, facilities, and employee administration while acting as the main contact between staff, management, suppliers and external stakeholders.

The role requires strong organizational skills, experience in office management and finance processes, and proficiency with SAP Business One and Microsoft Office.

Qualifications

• Experience in office management or business operations.
• Strong understanding of financial and administrative processes.
• Excellent organizational and time-management skills.
• Ability to work independently and manage multiple tasks.
• Proficiency with SAP Business One and Microsoft Office suite.
• Strong interpersonal skills to collaborate with management, employees, suppliers and international teams.

Responsibilities

• Manage daily office operations, ensuring a safe, efficient, and professional workspace.
• Oversee facilities maintenance, cleaning, security, utilities, and office services.
• Coordinate with contractors, suppliers, and service providers, including obtaining quotes and managing relationships.
• Ensure compliance with health and safety procedures, risk assessments, and workplace requirements.
• Maintain and service company equipment and facilities.
• Manage office supplies, procurement, and inventory.
• Provide administrative support across the employee lifecycle, including onboarding and offboarding.
• Maintain accurate employee records and manage annual leave calendars.
• Assist with employee relations, policies, and procedures.
• Support financial and administrative activities, including processing invoices, expenses, and supplier payments.
• Liaise with accountants, payroll providers, and external stakeholders for financial and statutory requirements.
• Assist with VAT, VIES, Intrastat, and other financial reporting.
• Support payroll administration and operational expenditure monitoring.
• Develop and maintain administrative processes to improve efficiency.
• Ensure compliance with company policies, employment legislation, and regulatory requirements.
• Support the implementation of company initiatives, projects, and process improvements.
• Manage and maintain administrative systems, databases, and filing systems.
• Prepare reports, spreadsheets, and other documentation as needed.
• Provide direct support to senior management, including coordinating meetings, travel, and events.
• Facilitate communication between management, employees, and external stakeholders.
• Identify operational issues and implement practical solutions.

Skills

Office management

Financial processes

Organizational skills

Independent worker

Interpersonal skills

Stakeholder coordination

Tools

SAP Business One

Microsoft Office

Job description

Proclinical Staffing is seeking an Office Manager to oversee the day-to-day operations of a professional office environment in Dublin. You will ensure smooth business support functions, compliance, facilities, and employee administration while acting as the main contact between staff, management, suppliers and external stakeholders.

The role requires strong organizational skills, experience in office management and finance processes, and proficiency with SAP Business One and Microsoft Office.