We are seeking a reliable and detail-oriented Office Administrator to support our team by managing daily administrative operations, financial tasks, and coordination for our engineering staff. The ideal candidate is organized, proactive, and comfortable handling a variety of responsibilities in a fast-paced environment to keep the office running efficiently.
Key Responsibilities
* Job Scheduling: Coordinate and maintain schedules for engineering projects, site visits, client meetings, and internal team calendars; track deadlines and resources to ensure timely completion.
* Accounts Payable / Receivable: Process invoices, manage vendor payments (accounts payable), track incoming payments and follow up on outstanding receivables, reconcile statements, and assist with basic bookkeeping tasks.
* Administrative Organization: Ensure all admin tasks, files, records, and documentation are organized, up-to-date, and easily accessible; maintain filing systems, and implement processes to improve efficiency.
* Support Engineer Team: Provide direct administrative assistance to engineers, including preparing documents, organizing project files, booking travel/meetings if needed.
* Answer Enquiries: Answer phone calls, emails, and walk-in enquiries from clients, vendors, and staff; respond professionally, route issues appropriately, and follow up as required.
* Prepare Quotes: Prepare and issue quotations/proposals for clients based on engineer input, pricing guidelines, and scope of work; track quotes sent, follow up on status, and update records in CRM.
* Perform additional clerical duties such as data entry, report generation, mail handling, and maintaining office equipment.
Required Skills and Qualifications
* Strong understanding of basic accounting principles.
* Proficiency in Microsoft 365 and familiarity with CRM and project management tools.
* Strong written and verbal communication skills.
* High attention to detail and accuracy in financial and scheduling work.
* Ability to work independently and collaboratively in support of a technical team.
* Excellent organizational skills.
Preferred Qualifications
* Degree in business administration, accounting, or related field.
* Experience preparing client quotes or proposals in a service/engineering context.
Job Type: Full-time
Pay: €30,000.00-€40,000.00 per year
Benefits:
* On-site parking
Work Location: In person