Role Overview
The Office & Quality Administration Manager is a senior administrative role responsible for overseeing the organisation's core office administration, quality management systems, compliance, and tender support activities. The role focuses on governance, documentation, accuracy, and consistency across business operations, ensuring that administrative processes support regulatory compliance, audit readiness, and successful tender submissions.
This position combines structured administration with quality assurance, financial coordination, and internal reporting, acting as a central point of control for business documentation and operational standards.
Key ResponsibilitiesAdministration & Quality Management
* Maintain, develop, and continuously improve the company's Quality Management System (QMS), ensuring alignment with relevant standards, accreditations, and internal policies.
* Control and manage all company procedures, templates, registers, and records to ensure version control, consistency, and audit readiness.
* Coordinate internal audits, corrective actions, and document reviews, tracking compliance actions to completion.
* Support external audits, certifications, and regulatory submissions by preparing documentation and evidence packs.
* Ensure company-wide adherence to administrative, quality, and compliance procedures.
Tendering, Compliance & Business Support
* Lead administrative coordination for tenders, PQQs, and framework submissions, ensuring accurate, timely, and compliant documentation.
* Maintain tender libraries, case studies, CVs, certifications, and supporting evidence.
* Assist technical and commercial staff with formatting, proofreading, and compiling tender and proposal documentation.
* Track tender deadlines, submissions, clarifications, and outcomes, producing summary reports for leadership.
* Support estimating and business development administration as required.
Financial & Contract Administration
* Oversee day-to-day financial administration, including:
* Raising and issuing invoices
* Processing supplier invoices and payments
* Maintaining purchase and sales ledgers
* Performing bank reconciliations
* Credit control and debtor management
* Maintain accurate financial records to support reporting, audits, and compliance requirements.
* Liaise with external accountants and payroll providers for payroll processing, VAT returns, and year-end accounts.
* Track budgets, expenditure, and contract documentation, providing administrative support for cost control.
Office & Systems Administration
* Manage core office administration, including systems, supplies, records, and document storage.
* Ensure health & safety, data protection, and administrative compliance requirements are met and documented.
* Maintain contracts and records for suppliers, service providers, and landlords.
* Act as the central administrator for internal systems, procedures, and tools.
Reporting & Executive Support
* Prepare structured administrative, compliance, quality, and financial reports for the Director / Executive Team.
* Maintain registers for risks, actions, compliance obligations, and key business documents.
* Support leadership with accurate, well-organised information to aid decision-making.
Person SpecificationEssential Skills & Experience
* 5+ years' experience in office administration, quality administration, or senior administrative roles.
* Strong experience managing documentation, procedures, compliance records, or quality systems.
* Solid background in financial administration and bookkeeping.
* Excellent written communication skills with high attention to detail.
* Confident using office systems and document control tools (e.g. Microsoft 365 / Google Workspace, accounting software such as Xero).
Desirable
* Experience supporting ISO standards, audits, or quality management systems.
* Experience preparing or coordinating tenders, PQQs, or framework submissions.
* Knowledge of GDPR, health & safety, or compliance frameworks.
* Experience liaising with external accountants or auditors.
Key Competencies
* Quality & Governance Focus: Ensures accuracy, consistency, and compliance across all administrative outputs.
* Attention to Detail: Manages complex documentation and records with precision.
* Organisation & Control: Maintains structured systems, registers, and workflows.
* Proactive Improvement: Identifies gaps in processes and implements improvements.
* Professional Communication: Produces clear, well-structured documentation and reports.
Job Type: Full-time
Pay: €35,000.00-€45,000.00 per year
Benefits:
* Company events
* Company pension
* On-site parking
Ability to commute/relocate:
* Gorey, County Wexford: reliably commute or plan to relocate before starting work (required)
Experience:
* In a similar role.: 5 years (required)
Language:
* English (required)
Work authorisation:
* Ireland (required)
Work Location: In person