Accounts Payable Administrator
O'Brien Facilities Limited Finance Department
Job title
Accounts Payable & Finance Administrator
Company
O'Brien Facilities Limited (OBF)
Department
Finance
Reports to
Company Accountant / Head of Finance
Works closely with
Directors, Projects Lead, Facilities Manager, Office Manager, Site Foremen and suppliers/subcontractors
Location
O’Brien Facilities Ltd, Rawleystown, Grange, Co. Limerick, V35FH33
Hours
Full-time e.g. 8.00am–5.00pm
Salary
€34’000 - €37’000
Contract
Permanent,
Start date
September–October 2026
About O'Brien Facilities
O'Brien Facilities Limited (OBF) is a growing construction and facilities management contractor based in the Mid-West and working across Munster. We deliver energy-efficiency retrofit (EERP) and void/renovation programmes for local authorities including Limerick, Kerry, Tipperary and Clare County Councils, alongside commercial facilities projects, planned preventative maintenance (PPM) contracts & winter salting & gritting for commercial clients.
Key responsibilities
Invoice processing and approvals
- Receive, log and file all supplier and subcontractor invoices in LiveCosts and allocate each one to the correct project and cost code.
- Route invoices to the responsible Project Manager or Quantity Surveyor for sign-off and actively chase outstanding approvals so nothing stalls.
- Match invoices to purchase orders delivery dockets, completion confirmation before they move to payment.
- Query and hold any invoice with a pricing, quantity, VAT or scope discrepancy, and resolve it directly with the supplier and the PM.
Payment runs
- Prepare the monthly supplier payment run: compile approved invoices in the OneDrive payment-run folder and build the payment batch in Sage for approval by the Company Accountant and a Director.
- Administer any early-payment (5-day) requests under the company's supplier terms and make sure the agreed fee is applied.
- Post all supplier invoices, credit notes and payments in Sage promptly and accurately, with VAT treated correctly (including reverse charge on construction services).
Subcontractors and compliance
- Support the Company Accountant with Relevant Contracts Tax (RCT): confirm subcontractors are notified on ROS before payment, submit payment notifications and apply the correct deduction rate.
- Maintain up-to-date subcontractor and supplier files: tax clearance, insurance certs, bank details and contact details.
- Set up new suppliers and process any change of bank details only after independent verification (call-back to a known contact) – a key fraud control.
Reconciliations and month end
- Reconcile supplier statements monthly and clear reconciling items.
- Reconcile company credit cards and Circle K fuel card statements, matching transactions to receipts, vehicles and jobs.
- Produce the aged creditors report and a list of received-but-unapproved and expected-but-missing invoices for the Company Accountant's month-end accruals.
- Keep LiveCosts job costs complete and current so project cost reports agree with the management accounts.
Administration
- Maintain the AP filing structure in SharePoint/OneDrive in line with company document-control conventions.
- Act as first point of contact for supplier queries and remittance requests.
- Help document and continuously improve the purchase-to-pay process, including the roll-out of purchase orders.
Who we are looking for
Essential
- At least 2 years' purchase ledger / accounts payable experience, ideally in construction, contracting, facilities or another project-based business.
- Hands-on experience with Sage (Sage Business Cloud Accounting preferred) or a comparable accounting package.
- Confident in Excel: lookups, filters, pivot tables and reconciliations.
- A working knowledge of Irish VAT on purchases; familiarity with RCT and the construction reverse charge is a strong advantage.
- Exceptional attention to detail and a disciplined, process-first way of working.
- Clear, professional communication with suppliers, subcontractors, site staff and management.
Desirable
- Experience with LiveCosts or another job-costing / purchase-order system.
- Accounting Technician (ATI) qualification or part-qualified accountant or working towards it.
- Experience with fuel card, credit card or expense reconciliations.
- Experience of introducing or tightening a purchase-order process.
What we offer
- Salary of € depending on experience.
- Pension Contribution match up to 5%
- 20 days' annual leave plus public holidays.
- Support for further study (e.g. Accounting Technicians Ireland) for the right candidate.
Pay: €34,000.00-€37,000.00 per year
Benefits:
- Company pension
- On-site parking
Language:
Work authorisation:
Location:
- Limerick, County Limerick (preferred)
Work Location: In person
