On-site (Dublin 2) | Fixed Term x6 Months | Full-time (Mon–Fri, 09:00–17:30) | €35,000–€40,000 DOE (Pro Rata)
Position at a Glance
Professional environment for a publicly traded company.
Fixed-term appointment to provide continuity during a period of authorized leave
Monday to Friday; on-site operations support. 1 Hour lunch break.
Depending on experience; pro rata
Providing support to Senior Management and wider team of approx 25 employees
Two-week handover in December to ensure a smooth transition.
About the Role
A publicly traded company who’s head office is located in Dublin 2, is seeking an experienced Office Manager to join their team on a 6-month contract.
The successful candidate will be responsible for ensuring the smooth and efficient running of daily office operations, overseeing administrative duties, and supporting both staff and senior management.
Key responsibilities include managing general office maintenance, handling queries, overseeing shipments of documents, organising meetings , and a large focus on coordinating flight bookings, especially with a board of directors.
This is a fixed-term contract with a planned start date in December for handover and training. The position will not be continuing beyond 6-month timeframe.
Key Responsibilities
Oversee daily administrative functions to ensure the office runs efficiently and professionally.
Manage office supplies inventory, place orders as required, and maintain vendor relationships.
Negotiate contracts and pricing with office vendors and service providers to ensure cost efficiency.
Liaise with the IT department regarding maintenance, setup, and replacement of office equipment.
Greet visitors, manage incoming calls, and handle general enquiries and correspondence.
Receive, sort, and distribute mail and deliveries, and manage all outgoing correspondence.
Serve as the main contact for building management and coordinate facility-related requirements.
Provide administrative support including secretarial tasks, research, and report preparation.
Coordinate and schedule meetings, appointments, and diary management for staff and board members.
Arrange flights, transport, and accommodation for employees and board members as required.
Prepare and process expense reports and supplier invoices in line with company policies.
Organise in-house and off-site activities such as board meetings, staff events, and celebrations.
Essential Requirements
Experience
Minimum 3 years’ full-time experience in an Office Manager or Senior Administrative Assistant role within a structured organisation.
Operational Management
Demonstrated ability to manage daily office operations, including scheduling, correspondence, and supplier coordination to ensure efficient workflows.
Technical Skills
Proficient in Microsoft Office Suite — including Excel (spreadsheets and formulas), Word (document formatting and mail merges), and Outlook (email and calendar management).
Communication Tools
Working knowledge of MS Teams and Zoom for meetings, collaboration, and client communication.
Data Management
Proven experience maintaining digital and physical filing systems in compliance with GDPR and company data protection procedures.
Organisation
Strong ability to meet multiple deadlines, manage competing priorities, and maintain accuracy and attention to detail under pressure.
Key Skills and Attributes
Strong organisational and time management skills, with the ability to plan and prioritise daily and weekly workloads independently.
Demonstrated attention to detail through accurate document preparation, record keeping, and follow-up on actions and tasks.
Excellent written and verbal communication skills, demonstrated through reports, correspondence, and team collaboration.
Professional, approachable manner with a cooperative attitude towards colleagues and stakeholders.
Consistent record of initiative — anticipates needs, identifies tasks early, and progresses work without close supervision.
Summary and Application
Full-time, on-site role. Monday to Friday, 09:00 – 17:30. Fixed-term contract for x6 months.
Annual leave entitlement is 10 days for the contract period (bank holidays additional). A two-week handover in December precedes taking full responsibility from January.
If you meet the experience criteria and are eager to broaden your corporate administration experience, please apply. Shortlisted candidates will be contacted regarding next steps.
(function () {
function attachToggle(gridId) {
const grid = document.getElementById(gridId);
if (!grid) return;
function closeAll() {
grid.querySelectorAll(‘.icon-tile’).forEach(t => t.setAttribute(‘aria-expanded’, ‘false’));
}
grid.addEventListener(‘click’, function (e) {
const btn = e.target.closest(‘.icon-tile button’);
if (!btn) return;
const tile = btn.closest(‘.icon-tile’);
const isOpen = tile.getAttribute(‘aria-expanded’) === ‘true’;
closeAll();
if (!isOpen) tile.setAttribute(‘aria-expanded’, ‘true’);
});
document.addEventListener(‘click’, function (e) {
if (!e.target.closest(‘#’ + gridId + ‘ .icon-tile’)) {
grid.querySelectorAll(‘.icon-tile’).forEach(t => t.setAttribute(‘aria-expanded’, ‘false’));
}
});
}
attachToggle(‘contractGrid’);
attachToggle(‘responsibilitiesGrid’);
attachToggle(‘attributesGrid’);
})();
If you would like to know more about this role please email vivienne@hallrecruitment.ie
This job is no longer accepting applications to see a list of our active jobs please visit: https://hallrecruitment.ie/latest-job-openings-apply-now/
