Job Specification – Office Administrator
Company:
Vardis Group
Job Title:
Office Administrator
Department:
Administration / Operations
Reports To:
Office Manager / Head of Operations
Location:
Kylemore, Dublin 8
Employment Type:
Full-time On-site
Salary:
€35k Annual
About Vardis Group
Vardis Group is made up of six businesses – Vardis Cleaning, Security, Landscaping, Recruitment, Construction and Interiors. We are committed to delivering excellence across all areas of our business and take pride in maintaining high standards of quality, safety, and service. To support our expanding operations, we are seeking a detail-oriented and proactive
Office Administrator
to manage key administrative and operational support tasks.
Role Purpose
The Office Administrator will provide essential administrative support to ensure smooth day-to-day operations across Vardis Interiors, Landscaping, and Construction divisions. This includes coordinating procurement, staff onboarding, compliance administration, vehicle management, and office/warehouse supplies.
Key Responsibilities
* Procurement & Supplier Management
* Create purchase orders for Vardis Interiors and Landscaping, and occasionally for Vardis Construction.
* Order products for the office and warehouse.
* Source and engage new suppliers when required.
* HR & Staff Support
* Onboard and offboard staff; send induction documents, manual handling information, and set up employees on
Time Gate
(for Landscaping).
* Arrange mandatory training for staff, including manual handling, Safe Pass, and other role-specific courses.
* Ensure suitable protective clothing (PPE) and equipment are provided.
* Vehicle & Compliance Management
* Maintain and update the vehicle inspection folder.
* Arrange services, CVRT, and motor tax renewals for company vans.
* Update trackers for vehicles and staff licenses to ensure compliance.
* General Administration
* Maintain accurate records, trackers, and documentation.
* Support cross-departmental needs with ad hoc administrative tasks.
* Assist management with reporting and coordination duties when required.
Qualifications & Experience
Essential:
* Previous experience in an administrative or office support role.
* Strong organizational and multitasking skills.
* Proficiency with Microsoft Office Suite (Excel, Word, Outlook).
* Excellent communication and record-keeping abilities.
* High attention to detail and ability to manage deadlines.
Desirable:
* Experience in procurement or supplier management.
* Familiarity with HR administration (onboarding/offboarding).
* Knowledge of compliance requirements in construction/landscaping industries.
Key Skills
* Proactive and self-motivated with strong problem-solving skills.
* Excellent interpersonal skills with the ability to liaise across teams.
* Ability to prioritize and manage multiple responsibilities.
* Confidentiality and discretion when handling sensitive staff information.
* Commitment to maintaining a safe and compliant working environment.
Performance Indicators
* Timely creation and management of purchase orders and supplier relationships.
* Smooth and compliant onboarding/offboarding of staff.
* Up-to-date and accurate vehicle and license compliance records.
* Staff fully trained in required health & safety courses.
* Well-maintained office and warehouse supplies with minimal disruption to operations.