Financial Administrator & Office Manager (with EA duties)
About the role
Our client is hiring a hands-on Financial Administrator who is excellent with the books and can run payroll, while also managing a smooth, welcoming office and providing Executive Assistant support to the CEO. You don't need to be a qualified accountant but you must be accurate, organised, and comfortable owning day-to-day finance operations.
Indicative time split:
Finance & payroll (60%)
• Office management (25%)
• EA support (15%)
Key responsibilities
1) Finance & Bookkeeping (AR/AP & month-end)
* Own the purchase ledger: process supplier invoices/POs/approvals/payments; reconcile statements.
* Own the sales ledger: raise invoices (membership fees, training/events, sponsorship), track receipts, chase aged debt.
* Bank & petty cash: daily posting and monthly bank reconciliations.
* Maintain a clean general ledger; post journals, prepayments, and accruals.
* Prepare a month-end pack for the CEO/external accountants: trial balance, aged AR/AP, variance notes.
* Support budgeting/forecasting with up-to-date actuals and simple trackers.
* Manage expenses and credit cards; ensure receipts and VAT treatment are correct.
* Liaise with external accountants on management accounts, year-end and audit queries.
2) Payroll & Compliance
* Run monthly payroll (BrightPay/Thesaurus or similar): starters/leavers, overtime, benefits, statutory deductions.
* Process PAYE/PRSI/USC and ROS submissions; issue payslips; reconcile payroll control accounts.
* Maintain employee records (leave, benefits, contracts) in line with GDPR.
* Track and file VAT (and any RCT/PSWT if applicable); keep statutory calendars current.
3) Office Management
* First point of contact for the office: supplies, facilities, health & safety, supplier contracts.
* Oversee IT admin with vendors (accounts, licences, simple troubleshooting coordination).
* Support board/committee logistics: rooms, packs, minute taking when required.
* Keep policies up to date (expenses, travel, data retention, H&S).
4) Executive Assistant (CEO)
* Diary & inbox support; meeting prep, brief packs, and follow-ups.
* Book travel, events, and member meetings; draft correspondence and simple reports.
* Maintain key trackers: actions, KPIs, stakeholder lists.
What you'll bring
* 3–5+ years in a finance admin/bookkeeping role (SME, non-profit, or membership body ideal).
* Strong double-entry grounding; comfortable with reconciliations and month-end prep.
* Confident with payroll (Ireland) and ROS submissions.
* Tools: Xero/QuickBooks/Sage (any), BrightPay/Thesaurus, Excel/Google Sheets, Microsoft 365.
* A stickler for accuracy, deadlines, and tidy records (GDPR-aware).
* Great organiser and communicator; calm, helpful, service-oriented.
* Able to juggle finance tasks with office/EA duties without dropping the ball.
Nice to have
* Non-profit/membership finance experience (subscriptions, events).
* Basic
VAT
knowledge for events/training/sponsorship.
* Minute-taking and board pack formatting.