Job Specification: Administrative Assistant
Location: Dublin 4
Company Type: Small Accountancy Firm
Team Size: Approx 12 staff
Client Base: Approx 500 clients
Employment Level: Experienced Mature
Reports To: Office Manager
Role Overview
We are seeking a professional, organised, and proactive Administrative Assistant to support the day-to-day operations of our busy accountancy practice. This role is ideally suited to someone who is organised, friendly, reliable, detail-oriented, and capable of managing multiple administrative tasks while maintaining excellent client service.
The successful candidate will be responsible for reception and front-of-house duties, internal office administration and supporting our compliance requirements as regulated firm, email and correspondence management, filing, and supporting the team to ensure high-quality service delivery to our clients.
Key Responsibilities
Client Reception & Communications
Manage the reception desk, meet and greet clients on arrival.
Answer incoming phone calls, relay messages accurately, and follow up to ensure client queries are dealt with by the relevant team member.
Handle general client queries in a polite and professional manner.
Email & Correspondence Management
Manage the firm’s shared email inbox, ensuring all incoming emails are acknowledged and processed.
Notify responsible staff members of incoming client communications to ensure nothing is overlooked.
Handle all post (incoming and outgoing), ensuring timely logging, distribution, and follow-up where required.
Document & Filing Management
Maintain accurate and up-to-date filing systems (digital and physical).
Save correspondence to correct client folders and circulate to the accountant in charge.
Oversee the movement of client files, including check-in/check-out processes and returning completed files to clients. Assist with our compliance requirements.
Manage the relationship with the external archive service provider and schedule archive movements as needed.
Office Administration & Team Support
Assist with general office tasks to ensure the smooth running of daily operations.
Support the team in arranging meetings and managing calendars.
Assist management with tracking work progress and deadline management.
Work collaboratively with colleagues while also being able to take initiative and work independently when required.
Skills & Experience Required
Essential
· Strong communication and interpersonal skills.
· Excellent organisational skills and attention to detail.
· Proficiency with standard office software (e.g., Outlook, MS Office, Adobe).
· Ability to prioritise workload and manage multiple tasks efficiently.
· Professional telephone manner and customer service orientation.
· Ability to work both independently and as part of a small team.
Desirable
· Previous experience in an administrative based role.
· Experience working in an Irish professional / regulated services environment (e.g., accountancy, legal, financial) is an advantage .
Personal Attributes
Reliable, punctual and trustworthy.
Friendly and approachable, with a positive attitude.
Proactive and willing to learn.
Comfortable taking ownership of tasks and following through to completion.
Discreet and respectful of confidentiality at all times.
Education & Qualifications
Leaving Certificate or equivalent required.
Further administrative or business-related qualifications are an advantage but not essential.
What We Offer
· Opportunity to gain experience in a professional accountancy environment.
· Training and support to grow administrative and office management skills.
· Friendly, collaborative team culture.
· Competitive salary aligned with experience.
Job Types: Full-time, Permanent
Pay: €28,000.00-€30,000.00 per year
Work Location: In person
