Department Administrator

5 days ago

Galway, Galway, Ireland Cushman & Wakefield Full time
Overview

This is a part-time position, ideally working 09:00 - 13:00 Monday - Friday.

Job Title: Department Administrator

Responsibilities
  • General office coordination including monitoring and restocking office suppliers; scheduling services and managing office supplier invoices. Coordinate with internal IT on upgrades and equipment logs.
  • Registering new opportunities and jobs on appropriate systems, creation of conflict check reports and creation of appropriate files
  • Assisting with Engagement Letter preparation, ensuring it is signed and saved on file.
  • Assisting in typing & formatting of correspondence and reports
  • Assisting the team with local marketing and advertising including updating online adverts; ordering brochures and signage and scheduling and logging newspaper adverts.
  • Assisting in creation & formatting of PowerPoint Presentations for the Team
  • Raising of invoices/credit notes using the B20 system
  • Creating new customers, suppliers on B2O/Workday
  • Manage international fee shares (Intercompany Agreements)
  • Managing the team's meeting minutes, work in progress records and forecasting.
  • Proactive management of team contact databases
  • Managing telephone calls and accurate message taking
  • Creating and updating various lists, spreadsheets & schedules using Excel, to an intermediate level
  • Updating internal systems such as Engage and local agency database
  • Undertake voluntary or nominated duties in order to ensure the smooth flow of work through the team or business unit.
  • File management, archiving and ad hoc duties; monitoring and completing file opening and closure processes and following relevant procedures in order to ensure that all job and audit protocols are met.
  • Prioritizing workloads and generally assisting a busy team. Attendance and participation in meetings, as required.
  • General office coordination including monitoring and restocking office suppliers; scheduling services and managing office supplier invoices. Also coordinate with internal IT on upgrades and equipment logs.
Qualifications
  • Experience in administrative/office coordination roles and ability to support a busy team.
  • Proficiency in typing and formatting correspondence and reports; intermediate Excel and PowerPoint skills.
  • Familiarity with invoicing and financial processes (e.g., B20 system) and creating customers/suppliers on B2O/Workday.
  • Experience updating and maintaining databases and internal systems (e.g., Engage and local agency databases).
  • Strong organizational skills, attention to detail, and ability to work independently and as part of a team.

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