Job Description
About Us
Outsourced Accounts & Payroll is a small but growing boutique bookkeeping and payroll practice based in Dún Laoghaire. We provide high-quality bookkeeping, payroll, VAT, and outsourced finance support to Irish SMEs. We pride ourselves on strong systems, accuracy, and excellent client service.
We are seeking an experienced Part Time Office Administrator to support both client delivery and the smooth running of our office and internal workflows.
Role Overview This is a varied role suited to someone with bookkeeping or accounts administration experience who enjoys structure, accuracy, and being the organisational hub of a busy practice. Working mornings 10am–2pm, Monday to Friday, from our Dún Laoghaire office, you'll be the first point of contact for client and new business enquiries, and a key driver of how we automate the receipt and processing of client information.
Key Responsibilities
Client & New Enquiry Response
- Manage our main office inbox daily, respond directly where possible, otherwise route to the right team member, keeping the inbox clear
- Answer incoming office calls and emails
- Respond to and qualify new business enquiries, and keep client contact and account details up to date
- Liaise with a number of clients on specific recurring administrative tasks (e.g. purchase orders, stock set-up on accounting software)
Automation of Client Information & Processing
- Own the day-to-day capture and processing of client paperwork, sorting, scanning, and uploading documents to Dext or client folders
- Process incoming client bank statements and post, routing scanned documents correctly
- Help build and maintain workflow templates and "how-to" guides as processes are standardised
- Identify opportunities to reduce paper handling and move clients toward fully digital document submission
- Support the practice's move to an automation -first way of working
Bookkeeping & Payment Processing
- Process day-to-day bookkeeping transactions for the practice
- Manage a recurring weekly and monthly payroll and supplier payment schedule across a portfolio of clients, ensuring invoices are entered correctly and payments are made on time
- Monitor a shared payments inbox and ensure all invoices are recorded on the correct client system before payment
- Support month-end close routines and maintain accurate client files
Task & Workflow Management
- Manage and update ongoing tasks on our practice management system (BrightManager), completing what you can and flagging blockers
- Create new workflows and keep existing ones current as processes evolve
Office Administration
- Sort and process incoming post, including scanning and routing client documents
- Automate office processes
- Support a small mailbox/correspondence service for external customers, following their instructions for handling incoming mail
Key Requirements
- Experience: Previous bookkeeping or accounts administration experience; practice experience an advantage but not essential
- Software Skills: Excellent Microsoft Excel and general IT skills; some experience of bookkeeping systems
- Client-Facing: Confident, professional communication style, comfortable handling client and new enquiry calls/emails as a first point of contact
- Organisation & Accuracy: Strong organisational skills, comfortable managing multiple recurring deadlines (payroll runs, supplier payments) and a busy inbox
- Reliability: Comfortable with the rhythm of fixed weekly/monthly payment and payroll deadlines
- Experience with automation and cloud accounting/automation and document-capture tools. Familiarity with automation tools is a strong plus
- A bookkeeping or payroll qualification (e.g. IATI, ATI, or equivalent), or working towards one
- Experience working in a professional services or accountancy practice environment
Pay: From €35,000.00 per year
Application question(s):
- Its important for this role that you are tech savvy and brng enthusiasm for automation - How well does this requirement match your experience and skills?
Experience:
- Office administration : 1 year (required)
- office technology and automation: 1 year (required)
Work authorisation:
Location:
- Dublin, County Dublin (required)
Work Location: In person
