Administration Assistant | Hybrid | Maynooth | 45-60K
My client base in Maynooth is looking for an experienced Administration Assistant to join their dynamic team. The role offers 3 days a week on-site but would need to be able to commute to our Maynooth office and Leixlip warehouse & be Flexibility to work evenings to coordinate with U.S. teams.
This role will involve 4 main areas of responsibilities:
* Office Management
* Immigration Support
* Purchasing, Inventory, Parts and Asset Management
* Export/Import and Shipping/Receiving
Responsibilities:
* Provide general office support (phones, mail, filing, supplies, catering).
* Schedule meetings, maintain calendars, and take accurate minutes.
* Maintain office equipment and coordinate repairs.
* Organise company records and documentation.
* Arrange domestic and international travel.
* Support implementation of office policies to improve efficiency.
* Manage contracts with service providers (insurance, benefits, leases, etc.).
* Prepare and submit reports to government and insurance agencies.
* Address internal and external inquiries professionally.
* Assist Field Service Engineers with scheduling and reporting tasks.
* Maintain confidentiality and handle sensitive information with discretion.
* Perform other administrative tasks as needed.
* Coordinate immigration documents
* Collaborate with global HR teams
* Track inventory and ensure timely delivery of parts/products.
* Manage purchase orders and supplier communications.
* Prepare and process shipping documents for domestic and international shipments.
* Ensure compliance with import/export regulations and country-specific packaging requirements.
* Track shipments and coordinate schedules with freight forwarders.
Required Skills:
* Excellent attention to detail and accuracy
* Strong written and verbal communication
* Proactive, dependable, and organized
* Ability to handle confidential information professionally
* Skilled at multitasking and prioritizing
* Team-oriented and adaptable
* Proficient with office equipment and Microsoft Office (Windows OS)
Education:
* Bachelor’s degree (B.A.) from a four-year college or university or equivalent combination of education and experience.
* Between one or two years of previous work experience in a similar position
To be considered for this role please apply or send CV directly to clara.barry@cpl.ie
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