Office Manager

Purpose of the role

The Office Manager keeps the business running smoothly behind the scenes. You will manage the bookkeeping, schedule jobs for the maintenance team, price works and send quotes and be the main point of contact for clients and staff.

This is a varied, hands-on role in a busy property maintenance company, suited to someone organised, numerate and confident dealing with people.

Key responsibilities

Bookkeeping and accounts

• Maintain day-to-day bookkeeping: sales and purchase ledgers, bank reconciliations and petty cash
• Raise and send invoices promptly on job completion and chase overdue payments
• Process supplier invoices and prepare payments for approval
• Prepare weekly payroll information and timesheets for staff
• Prepare VAT records and liaise with the company's external accountant
• Track job costs against quotes and flag overruns

Job scheduling

• Schedule jobs for technicians based on priority, skills, location and availability
• Maintain the job diary and keep it up to date as work changes
• Coordinate access with clients, tenants and property managers
• Arrange materials, equipment hire and subcontractors where needed
• Handle emergency call-outs and reschedule work as required
• Confirm job completion and collect job sheets, photos and sign-offs

Pricing and quotations

• Take enquiries and gather job details, photos and site information
• Price works using labour rates, material costs and supplier quotes
• Prepare and send clear, professional quotes and follow them up
• Keep price lists and supplier rates up to date
• Convert accepted quotes into scheduled jobs

Client and staff liaison

• Act as the first point of contact for clients by phone, email and in person
• Keep clients updated on job progress, delays and costs
• Handle complaints and queries professionally, escalating to operations manager where needed
• Communicate daily with technicians on job details and changes
• Support the Operations Manager with staff rotas, leave and records

General office duties

• Manage the office inbox, phones and post
• Keep client, job and staff records organised and GDPR-compliant
• Maintain health and safety paperwork, insurance documents and certifications
• Order office supplies and manage vehicle and equipment records
• Assist with any other reasonable duties as required

Skills and experience

Essential

• At least 3 years' experience in an office administration or office management role
• Practical bookkeeping experience, including invoicing, reconciliations and VAT records
• Working knowledge of accounting software Xero
• Strong skills in Microsoft Office or Google Workspace, especially Excel
• Excellent organisation and the ability to juggle changing priorities
• Confident, professional communication with clients and staff
• Accuracy with numbers and attention to detail
• Full clean driving license

Desirable

• Experience in property maintenance, construction, facilities or a trade business
• Experience pricing works or preparing quotes
• Familiarity with job management or scheduling software
• A bookkeeping or accounting qualification (e.g. IATI, ACCA technician level)

What we offer

• Competitive salary, depending on experience
• Permanent, full-time role with regular Monday-to-Friday hours
• A varied position at the centre of a growing local business
• Training on company systems and processes

Pay: From €45,000.00 per year

Benefits:

• Bike to work scheme
• Company events
• On-site parking
• Sick pay

Experience:

• Office management: 3 years (required)
• Bookkeeping: 1 year (preferred)

Work authorisation:

• Ireland (required)

Work Location: In person