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Office Manager/Executive Assistant

Eirefacades Ltd
Mallow, County Cork

Quick apply

Job details

Permanent | Full-time
€28,000–€32,000 a year

Benefits

Company events
On-site parking

Qualifications

Microsoft Access
Microsoft Office
SharePoint
Communication skills
Time management

Full job description

About the role

We are looking for a highly organised, proactive and capable Office Manager / Executive Assistant to support the smooth running of Eire Facades Ltd and provide direct day-to-day support to the company's Directors / Owners.

This is a central coordination role for someone who enjoys taking ownership, improving systems and keeping people, information and actions organised. The successful candidate will help reduce administrative pressure on the Directors / Owners by managing priorities, chasing follow-ups, coordinating suppliers, arranging employee travel and bookings, supporting new starter setup, maintaining Donseed and Microsoft 365 administration, and keeping office and site support processes moving.

Purpose of the role

The Office Manager / Executive Assistant will act as the organisational link between the Directors / Owners, office team, site teams, employees, suppliers and external support providers. The role is there to keep the business controlled and moving: making sure actions are followed up, records are accurate, meetings are prepared, systems are maintained, employee travel and bookings are arranged, new starters are set up properly, and the right information reaches the right people at the right time.

The right person will be a trusted, discreet and practical support for the owners of the business. They will not just complete tasks when asked; they will anticipate what is needed, keep a live handle on priorities, chase outstanding items, tidy up processes and help the Directors / Owners focus their time on clients, projects, staff, commercial decisions and business growth.

Key responsibilities

Office management & executive support

Manage day-to-day office administration and ensure the office runs efficiently.
Support Directors / Owners with diary coordination, meeting preparation, action trackers, documents and follow-ups.
Prepare agendas, meeting notes, correspondence, reports, presentations and document packs when required.
Chase outstanding actions, supplier responses, internal approvals and administrative deadlines so tasks keep moving.
Maintain company records, templates, filing structures, forms and administrative processes.
Coordinate suppliers, office requirements and internal communication across office and site teams.

Donseed administration, maintenance & training

Maintain Donseed records, user access, employee details and system setup requirements.
Support site teams and office staff with Donseed queries, reporting and day-to-day system use.
Provide basic user training for new starters, operatives and relevant managers.
Liaise with Donseed support where issues need to be escalated or resolved.

New starter onboarding & setup

Coordinate new starter onboarding from offer stage through to first-day readiness.
Arrange documentation, checklists, email accounts, Microsoft 365 access, Donseed setup, devices and equipment.
Liaise with managers to ensure inductions, PPE, site access and role-specific requirements are complete.

Site setup, broadband, phone & internet coordination

Coordinate administrative setup for new and live project sites.
Arrange broadband, phone lines, internet services, mobiles, SIM cards and related site communication needs.
Track installations, service providers, renewal dates, live site records and equipment allocations.
Support site teams with IT, communications and administration queries, escalating technical issues where required.

Travel, accommodation & employee bookings

Arrange employee travel, accommodation, hotels, trains, flights, taxis, parking and meeting room bookings as required.
Coordinate bookings for Directors / Owners, office staff, site teams, visitors and new starters where required.
Issue confirmations, itineraries, travel information and booking details to employees in good time.
Track booking changes, cancellations, costs, receipts and records for finance and management visibility.
Liaise with hotels, travel providers, venues and employees to resolve queries and keep arrangements up to date.

Microsoft 365 administration

Create and manage Microsoft 365 users, email accounts, shared mailboxes and distribution groups.
Assist with Teams, SharePoint and OneDrive organisation, access changes and permission updates.
Maintain accurate user records and liaise with external IT support on technical requirements.

Branding, marketing & company documentation

Support company branding and marketing administration, including templates, presentations and branded documents.
Coordinate branded stationery, signage, workwear or marketing collateral where required.
Assist with company profile updates, project information, case studies and internal announcements.
About you

Skills & experience

Office management, executive assistant, senior administration or business support experience.
Strong Microsoft Office / Microsoft 365 capability and confidence learning business systems.
Excellent organisation, written communication, note-taking and follow-up skills.
Experience supporting directors, owners or senior management would be highly beneficial.
Construction, subcontracting, facade or site-based experience would be beneficial.
Donseed or similar workforce / time-management system experience would be an advantage; training can be provided.
Experience coordinating employee travel, accommodation, meetings or business bookings would be useful.

Personal attributes

Highly organised, dependable and confident working independently.
Professional, discreet and comfortable handling confidential information.
Proactive, practical and able to follow tasks through to completion.
Comfortable reminding, chasing and coordinating people in a professional way.
Calm under pressure and able to manage competing priorities.
Confident communicating with Directors / Owners, office staff, site teams, suppliers and external providers.
What we offer
A varied and important role within a specialist facade business.
Direct involvement with the Directors / Owners, senior management and live project teams.
Opportunity to bring structure, follow-up and stronger processes into the business.
The chance to improve onboarding, systems, office administration and internal communication.
Supportive working environment and long-term opportunity for the right person.
Competitive salary depending on experience.

Job Types: Permanent, Full-time

Pay: €28,000.00-€32,000.00 per year

Benefits:

Company events
On-site parking

Quick apply

Refine Your Search

study director/project jobs

Office Manager/Executive Assistant

Process Engineer - Anaerobic Digestion

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Senior Mechanical Engineer

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