Company Overview
We are a dynamic, fast-growing medical device distribution company based in Ireland. We supply high-quality specialized medical equipment to both public HSE hospitals and private clinics nationwide. We are seeking a highly organized, meticulous, and proactive Office Manager / Bookkeeper to join our team.
This is a pivotal role that combines rigorous financial control with smooth day-to-day office operations, ensuring our business remains compliant, efficient, and responsive to our clients.
Role Overview
- Position: Office Manager / Bookkeeper
- Location: Ballycoolin, Dublin
- Reporting to: Managing Director / Business Owner
- Contract Type: Full-time or Part-Time, Permanent
Key Responsibilities
1. Financial Management & Bookkeeping
- Maintain full ownership of day-to-day bookkeeping and accounts up to trial balance. Experience with Sage 50 is highly desirable.
- Manage Accounts Payable and Accounts Receivable, including proactive credit control and supplier payment runs.
- Complete monthly bank, credit card, and multi-currency separations/reconciliations.
- Process payroll and manage all relevant Irish statutory returns (VAT, RCT, PAYE/PRSI) via ROS (Revenue Online Service).
- Monitor cash flow and prepare monthly management reports (P&L, Balance Sheet, Aged Debtors/Creditors) for the Managing Director.
- Liaise with the company’s external accountants for year-end audit preparation.
- Handle multi-warehouse inventory valuation adjustments and serialized tracking reconciliations.
2. Public Procurement & Tender Support
- Monitor public procurement portals (e.g., eTenders) for relevant HSE and private hospital contract opportunities.
- Act as the administrative anchor for tender submissions—coordinating, formatting, and assembling required documentation (tax clearances, insurance certificates, product certifications).
- Ensure all tender responses are meticulously structured, meeting strict deadlines and compliance criteria with a zero-error threshold.
- Maintain an organized repository of past tender templates, compliance documents, and frameworks.
3. Office Operations & Regulatory Compliance
- Oversee daily office operations, including ordering supplies, managing facility vendors, and handling incoming/outgoing post and logistics documentation.
- Support inventory management administration, tracking product serial numbers and delivery notes from international manufacturers to local clients.
- Maintain immaculate digital and physical filing systems, ensuring strict adherence to medical device quality standards .
- Provide ad-hoc administrative support to the sales and technical service teams.
Candidate Requirements
Experience & Qualifications
- Minimum 4–5 years of experience in a combined Senior Bookkeeper and Office Manager role, ideally within a distribution, wholesale, or healthcare environment.
- Accounting technician qualification (ATI, IATI) or equivalent Certified Bookkeeper status is highly desirable.
- Proven experience assisting with public procurement/tenders (HSE/eTenders framework) is a distinct advantage.
- Strong proficiency in modern cloud accounting software and inventory systems (experience migrating or working across integrated platforms is a plus) alongside advanced MS Excel skills.
Key Skills & Attributes
- Exceptional Eye for Detail: You spot anomalies in financial data, compliance paperwork, and legal contracts that others miss.
- Organizational Mastery: Ability to multitask, prioritize high-stakes deadlines (like tender deadlines), and keep an office running smoothly without supervision.
- Strong Communication: Professional written and verbal communication style suitable for interacting with HSE procurement teams, private clinic directors, and international suppliers.
- Discretion & Trust: Absolute integrity when handling sensitive corporate financial data and commercial contracts.
What We Offer
- Competitive salary benchmarked to experience
- Bonus - depending on performance
- A collaborative, supportive environment where your contribution directly impacts company growth.
Pay: €35,000.00-€55,000.00 per year
Work Location: In person
