Office Administrator

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

Benefits:

On-site parking

Work Location: In person

Pay: €30,000.00-€40,000.00 per year

Work Location: In person