Office Administrator with Accounts

Job Description – Office Administrator with Accounts.

The Office Administrator with Accounts supports the day-to-day administrative, financial, and operational activities of the organisation. The role involves providing general office administration, maintaining accurate financial records, processing invoices, assisting with accounts payable and receivable, coordinating communications, and supporting management with business and financial administration.

The successful candidate will work closely with management, employees, suppliers, subcontractors, and clients to ensure the smooth and efficient running of office operations and financial processes. The position requires a well-organised, reliable, and detail-oriented individual with good administrative and numerical skills and the ability to manage multiple responsibilities in a busy working environment.

Key Responsibilities

Office Administration

• Manage the day-to-day running of office administration and general support activities.
• Answer telephone calls, respond to emails, and handle general business enquiries.
• Manage incoming and outgoing correspondence and maintain organised filing systems.
• Prepare letters, reports, spreadsheets, presentations, and other business documentation.
• Maintain accurate employee, supplier, customer, and company records.
• Coordinate meetings, appointments, and general office schedules.
• Order and maintain office supplies and stationery.
• Assist management and other departments with administrative requirements.
• Ensure the office environment remains organised, professional, and efficient.
• Handle confidential business and employee information appropriately.

Accounts & Financial Administration

• Process supplier invoices, purchase invoices, and customer invoices.
• Assist with accounts payable and accounts receivable activities.
• Record and maintain accurate financial transactions and supporting documentation.
• Reconcile supplier statements, customer accounts, and company records.
• Assist with bank reconciliations and monitoring of incoming and outgoing payments.
• Prepare and process payment requests and maintain payment records.
• Monitor outstanding customer invoices and assist with credit control and payment follow-ups.
• Assist with expense claims, staff expenses, and petty cash administration.
• Support the preparation of monthly accounts, financial reports, and management information.
• Assist with VAT records, financial documentation, and other relevant accounting requirements.
• Liaise with external accountants, auditors, banks, suppliers, and customers regarding financial matters.
• Maintain accurate and up-to-date accounts records using relevant accounting software.

Project & Operational Administration

• Provide administrative support to project managers, engineers, and operational teams.
• Assist with preparing purchase orders, quotations, and supplier documentation.
• Maintain project files, records, and relevant commercial documentation.
• Assist with tracking supplier invoices, purchase orders, and project-related costs.
• Coordinate the processing and distribution of project correspondence and documentation.
• Assist with timesheets, employee records, and other operational administration.
• Support the preparation of project reports and general management information.
• Liaise with suppliers, subcontractors, clients, and internal departments to ensure administrative matters are dealt with efficiently.

General Duties

• Support management with daily business and administrative activities.
• Ensure all records, documentation, and financial information are maintained accurately.
• Assist with improving office administration and accounting procedures.
• Maintain confidentiality when handling financial, commercial, employee, and client information.
• Prioritise workload and ensure deadlines are met.
• Work collaboratively with colleagues across different departments.
• Undertake additional administrative, accounting, and business support duties as required.
• Demonstrate flexibility and willingness to develop new skills and take on additional responsibilities.

Health, Safety & Compliance

• Understand and comply with company health, safety, and environmental (HSE) policies and procedures.
• Maintain appropriate administrative records relating to company compliance requirements.
• Support the implementation of company policies, procedures, and quality management systems.
• Ensure financial and employee information is handled securely and confidentially.
• Follow relevant company procedures and data protection requirements, including GDPR.
• Report any administrative, compliance, or operational concerns to management.

Qualifications & Experience

• Qualification in Business Administration, Accounting, Bookkeeping, Finance, or a related discipline is desirable.
• Previous experience in office administration, accounts administration, or bookkeeping is an advantage.
• Good understanding of basic accounting principles and financial administration.
• Experience with accounts payable, accounts receivable, invoice processing, and bank reconciliations is desirable.
• Good IT skills, particularly Microsoft Office applications, including Word, Excel, and Outlook.
• Experience with accounting software such as Sage, Xero, QuickBooks, or similar systems is an advantage.
• Knowledge of VAT, financial record-keeping, and general bookkeeping procedures is desirable.
• Previous experience in the construction, engineering, or industrial sectors is an advantage but not essential.
• Ability to manage financial information accurately and maintain organised records.
• Willingness to upskill, train, and continuously develop professionally.

Skills & Competencies

• Excellent organisational and administrative skills.
• Strong numerical ability and attention to detail.
• Good written and verbal communication skills.
• Ability to manage multiple tasks and prioritise competing deadlines.
• High level of accuracy when processing financial information.
• Good computer literacy and confidence using accounting and office software.
• Strong problem-solving and time management skills.
• Ability to work independently and as part of a team.
• Professional telephone manner and good interpersonal skills.
• Discretion and ability to handle confidential information.
• Proactive approach, reliability, and strong work ethic.

Working Conditions

• Primarily office-based within a professional business environment.
• Regular interaction with management, employees, customers, suppliers, subcontractors, and external accountants.
• Working with financial systems, accounting software, and general office administration systems.
• May require flexibility to meet financial reporting deadlines and general business requirements.
• Opportunities for professional development, further training, and career progression within Office Administration, Accounts, Finance, and Business Management.

If you are interested in this role, please contact us on +353 (0)49 5552032 or submit your CV to HR at the address below, or via email to support@emca.ie.