Office Administrator

24 hours ago

Dublin, Dublin City, Ireland JobContax Full time

Office Administrator - Architectural Practice - Dublin

Office/Project Location: Ranelagh, Dublin

Employment Type: Permanent

Work Location: Office Based

Pay: Salary Negotiable based on experience

Experience: 2+ years

Visa: EU passport or Stamp 4 visa required

Our client is an established Architectural practice and experts in sustainability, materials research, specification, project management, contract administration, conservation, urbanism and health and safety.

They are seeking to appoint an administration coordinator to ensure the smooth, efficient, and organised operation of the office

environment. This involves a wide range of administrative, supervisory, and logistical tasks to support all staff and maintain a professional and productive workplace. They are the central point of contact for office-related matters, acting as a crucial link between employees, management, and external stakeholders.

Tenders

Monitoring e-tenders notifications and correspondence

Provide Support to the Bid Coordinator in preparing tenders

Liaising with third party consultants on required inputs ensuing timely receipt

Complete standard Forms and Templates

Assist with compiling completed submissions

Uploading submissions to etenders

Assist with preparation in annual audits

Keep ISO documents up to date

Issue insurance renewals to clients and maintain log.

Office Administrative Duties

Maintain switchboard - afternoons only

Manage company email address, forwarding emails to relevant depts.

Diary management – Management Meeting Calendar, Company Wide Events, Industry Events, Interviews, Reviews, Meeting Room Bookings

Welcome visitors to the office and deal knowledgeably with their needs

Rental Car/Taxi/Train Bookings

Secretary to Directors

Office Purchases maintain log and credit card reconciliation at the end of each month

Reception Petty Cash: keep petty cash float and maintain records and receipts.

Ordering external report/presentation material printing/external bindings/publicity material

Manage off-site archiving: maintain records / arrange retrieval / monitor dates and arrange for disposal of files after requisite date of retention legally.

Meetings: ensure meeting room is ready to receive visitors, ensure refreshments are provided for meetings and visitors; Order food for meetings when requested; Setting up video / teleconferencing in

advance of meetings / CPD talks.

Manage company calendar of social and wellness events

Requirements

Excellent communicator and people person

Highly detail orientated.

Self-motivated and Proactive: Identify what needs to be done and take the initiative to do it.

Adaptability and Flexibility: Ability to manage multiple priorities and adjust to changing circumstances

is a key skill.

Experience with E-Tenders and Adobe Creative suite an advantage – Adobe Indesign

Demonstrate a strong work ethic and commitment to developing professional skill, with focused effort to

meet project timelines.

Excellent MS Office skills are required.

Package

Competitive Salary depending on experience

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