Office Administrator

Office Administrator, Dublin 8, VAC- 12006

Are You an Experienced Office Administrator Looking for Your Next Challenge?

Do you have strong diary management, travel booking, and office administration skills? This full-time, permanent Office Administrator role in Dublin 8 offers an exciting opportunity to join a creative and professional studio. You’ll be responsible for managing diaries, coordinating meetings, handling office operations, and liaising with other European offices. Microsoft Office proficiency (Word, Excel, Outlook, MS Teams) and exceptional organisational skills are essential.

If you’re proactive, detail-oriented, and enjoy working in a friendly, collaborative environment, this could be the perfect role for you!

Key Information

• Location: Dublin 8
• Position Type: Permanent, Full-Time
• Hours: 37.5 hours per week (Monday–Friday, 8:30 AM start)
• Work Environment: Office-based
• Start Date: ASAP
• Salary: €40,000 – €44,000 DOE
• Holidays: 20 days pro rata
• Benefits:
  • Pension scheme (optional after probation)
  • Cycle-to-Work scheme
  • Enhanced Maternity/Paternity Leave
  • Employee Assistance Programme (EAP)
  • Continuing Professional Development (CPD) opportunities
  • Weekly in-house coffee mornings and team socials
  • Modern, architect-designed office space
  • Note: No on-site parking, but bike parking is available

About the Job

A great opportunity has arisen for an experienced Office Administrator to join a busy and dynamic creative studio in Dublin 8. This role plays a key part in ensuring the smooth daily operations of the studio while also providing PA support to senior leadership. Responsibilities include managing diaries, booking travel, handling office administration, and coordinating meetings and events.

You’ll oversee office organisation, liaise with other European offices, and be the direct point of contact for the facility manager to address building-related matters. The role also involves tracking annual leave, sick days, and performance reviews while ensuring the office runs efficiently with well-stocked supplies and a professional, welcoming environment.

The ideal candidate will be highly organised, proactive, and comfortable taking initiative in a fast-paced setting. Strong Microsoft Office (Word, Excel, Outlook, MS Teams) skills are essential, and familiarity with SharePoint would be beneficial.

Key Responsibilities

• Diary & Leave Management: Maintain the company calendar, track leave, and schedule performance reviews at appropriate intervals.
• Office Administration: Ensure the office is well-organised and stocked with necessary supplies, including stationery, printing materials, and cleaning products.
• PA Support: Assist senior leadership with diary coordination, meeting organisation, and travel bookings.
• Meeting Coordination: Schedule and prepare meetings, including setting up rooms, arranging refreshments, and ensuring IT equipment is functional.
• Liaison with Other European Offices: Attend regular meetings and facilitate communication with teams across different locations.
• Travel & Accommodation Bookings: Arrange flights, transport, and accommodation for business trips.
• Facilities Management Liaison: Act as the main contact for building-related issues, working closely with the facility manager and external suppliers.
• Event Organisation: Support studio events, CPD sessions, and team socials.
• Reception & Post Handling: Greet visitors, handle incoming and outgoing mail, and manage general correspondence.

Requirements

Essential Requirements

• Proven Office Administration Experience – At least 5 years in an administrative role, ideally within a professional services or creative industry.
• Microsoft Office Proficiency – Strong skills in Word, Excel, Outlook, and MS Teams are required.
• Diary & Leave Management Experience – Ability to track employee leave and schedule key meetings efficiently.
• Organisational & Multitasking Skills – Ability to manage multiple tasks, prioritise effectively, and ensure smooth office operations.
• Excellent Communication Skills – Strong written and verbal skills for liaising with senior management, colleagues, and external partners.
• Travel & Event Coordination Experience – Confident in booking travel and managing event logistics.
• Proactive & Self-Sufficient – Able to take initiative, solve problems, and work independently when needed.

Desirable Skills

• Experience in a Creative or Design-Based Industry – Understanding of architecture, design, or similar work environments is an advantage.
• SharePoint Knowledge – Experience managing files and collaboration through SharePoint.
• Event Coordination Experience – Background in organising office events, CPDs, or team social activities.

Key Traits

• Organised & Detail-Oriented – Ensures accuracy in scheduling, document management, and office organisation.
• Personable & Team-Focused – Works well in a collaborative, friendly office setting.
• Adaptable & Problem-Solving Mindset – Can handle shifting priorities and think proactively.

Before You Apply

Please ensure you meet the essential requirements listed above. Candidates who do not meet the key criteria may not be considered.

How to Apply

To apply, submit your CV and a brief cover letter outlining your experience and suitability for the role.

Early applications are encouraged, as shortlisting will take place promptly.

Why Apply?

• Competitive salary (€40,000 – €44,000 DOE) and great benefits, including pension, Cycle-to-Work scheme, and enhanced leave policies.
• Be part of a creative and professional team in a modern, architect-designed workspace.
• A sociable work culture – regular team events, CPD opportunities, and weekly coffee mornings.
• A varied and engaging role where you can take ownership of office management and play a key part in supporting senior leadership.

If you’re an experienced administrator who thrives in a busy, professional environment, we’d love to hear from you!